[Example] Operations & Maintenance Management Assistant: Monroe 2-Orleans BOCES

The Management Assistant, under minimum supervision, performs a variety of office management and clerical duties in support of the Director of Operations and Maintenance.

TYPICAL DUTIES:

• Enter supply requisitions for the department and organization as requested.
• Manage the work order process including annual departmental summaries.
• Prepare and complete APPR’s for cleaners.
• Act as the alternative to working foreman for assigning routes to cleaners and perform spot inspections of cleaners’ work.
• Prepare budget transfer requests.
• Manage new hire applications for the department and prepare appropriate hiring documents.
• Coordinate and manage department moves and/or relocations.
• Review and process invoices for payment.
• Obtain multiple quotes for orders and/or projects.
• Schedule PM’s with service providers.
• Schedule and distribute internal PM’s.
• Responsible for daily attendance, time off requests, and payroll reports.
• Maintain and update departmental records as appropriate.
• Open, review, and distribute mail.
• Assist in planning large organizational events.
• Coordinate the snowplow schedule.
• Schedule pickup for hazardous waste or recycling.
• Respond to and resolve day-to-day issues and activities when the Director of Operations and Maintenance is unavailable.
• Consult with the Director of Operations and Maintenance to develop and implement policies and procedures.
• Review, evaluate, and make recommendations to improve workflow, streamline processes and reduce costs.
• Other duties as assigned by the Director of Operations and Maintenance.

Education and Experience

Must possess or meet requirements for Civil Service title Management Assistant.

A. Five (5) years of paid full-time or its part-time equivalent professional experience responsible for project or program management, office management or program or project development and implementation; or

B. Graduation from a regionally accredited or New York State registered college or university with an Associate’s degree, plus three (3) years of professional experience as defined in A above; or

C. Graduation from a regionally accredited or New York State registered college or university with a Bachelor’s or Master’s degree, plus one (1) year of professional experience as defined in A above.

Skills and Aptitudes: Strong personal computer skills (including Excel, Word, Outlook; WinCap desirable); good judgment; ability to establish and maintain effective working relationships; initiative; tact; integrity; attention to detail; good mathematics, organizational and written/verbal communication skills; and the ability to ensure confidentiality on sensitive matters.

Working Conditions: Office environment. Occasional overtime is required.

Knowledge: Civil service tested and approved. Thorough knowledge of office terminology, practices and methods; good knowledge of the principles and practices of account keeping and budget control; working knowledge of principles and practices of purchasing and inventory control; ability to prepare correspondence and reports, ability to collect and compile budget data and make budget estimates; ability to prepare narrative and/or tabular reports; ability to review, evaluate and recommend revisions in work methods and procedures; ability to make assessments of program function; ability to isolate needs and develop solutions; ability to maintain departmental filing and retention systems; ability to read, comprehend and apply departmental rules and regulations; and the ability to develop grant applications.

$24.00 – $38.00/hr, Based on Experience

New York State Retirement System

Medical, Dental, Vision Insurance

Holidays and Paid Time Off

To apply:

1) Register to create a new account: https://monroe2boces.recruitfront.com/Account/Login

2) Complete the Required Application Type for the position (refer to the top of the posting).

3) Once the application type is completed, find the job posting under Job Opportunities. Click ‘Apply Now’ at the bottom of the posting.

*You will receive a confirmation email once you have successfully applied to the job posting.