Bookkeeper/Administrative Assistant - Facilities

Summary

Create, process and maintain all bookkeeping and performs administrative duties for the Facilities Department.

Qualifications

• Experience of three (3) or more years in accounting/bookkeeping required
• Minimum of a high school diploma or GED required
• Associates or Bachelors degree in accounting is desired
• Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, and percentages
• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form
• Ability to deal with problems involving several concrete variables in standardized situations
• Knowledge Microsoft Suite and G-Suite

Responsibilities

• Reviews purchase requests, quotes, contracts, and purchase agreements for accuracy; selects expenditure accounts and object codes to ensure compliance with the Indiana State Board of Accounts
• Process and maintain records of invoices, track orders, request quotes and compare costs
• Reconcile monthly vendor statements, and request credits if needed
• Ensure accuracy by matching payment records with the Business Office
• Tracks budget on capital projects and general funding accounts, provides budget reports to the Facilities Director and project managers, and analyzes department expenses
• Requests fund transfers and change orders from the Business Office
• Submits requisitions and issues purchase orders for the following: Facilities (maintenance and custodial equipment and supplies, service contracts, regular maintenance and repairs, construction and remodeling projects, office supplies, travel expenses, permits, etc.); Technology (intercom and sound system projects and repairs); Food Service (preventative maintenance service contracts, walk-in freezer and cooler repairs); Prosser (construction and remodeling projects, maintenance and custodial service contracts); Schools (furniture and equipment)
• Attends project, finance, and Facilities staff meetings
• Manages difficult or emotional customer situations; Responds promptly to customer needs
• Provide secretarial support to department staff as assigned
• Provide backup for receptionist, answer phones, open and rout mail, assist callers and guests
• Listens and gets clarification; Responds well to questions; Writes clearly and informatively; Able to read and interpret written information
• Maintains filing system for all purchases, including quotes, purchase orders, invoices, service contracts, and capital improvements
• Advises Facilities staff on state purchasing requirements and corporation policy
• Maintains approved purchaser lists for local vendors
• Answers calls from Facilities PO line and issues PO numbers to facilities staff or local vendors for in-store purchases
• Records maintenance staff and building supervisor material and tool purchases
• Informs Facilities Director of duplicate or unnecessary purchases
• Maintains spreadsheets for projects, GO Bonds, and School Safety Grant purchases made by Facilities and other departments
• Handles first round of Amazon order approvals for Facilities Department
• Records attendance for Facilities managers
• Assists business office staff with corporations capital assets reports/audits
• Places legal advertisements in the local newspaper for Facilities Director and Project Managers
• Creates documents and spreadsheets as needed for the Facilities team
• Sends contracts and services agreements to the ASC to be uploaded to Gateway
• Manages Facilities credit card accounts
• Files W-9 and Certificate of Insurance on Google Drive
• Submits credit applications and sales tax exemption certificates to vendors
• Files weekly pool analysis reports in Google Drive

Pay & Schedule

• Pay Range 17: $21.53 to $22.63 (based on education and experience)
• 260 Days / 8 hours per day

Benefits

• Medical, dental, vision, and life insurances
• Sick, personal, holidays and vacation days
• State retirement (PERF)