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Position: Administrative Assistant - Operations Department
Reports to: Director of IT & Operations
Employment Status: Regular/Full-time
Status: Exempt
Contract Days: 260
Description: The Administrative Assistant Operations Department provides comprehensive administrative support for the District's Operations Department and reports directly to the Director of IT & Operations. This position serves as the primary administrative resource for the day-to-day functions of district operations, including facilities, maintenance, custodial services, grounds, transportation, and capital improvement projects.

The Administrative Assistant coordinates departmental communications, purchasing, recordkeeping, scheduling, and operational initiatives to ensure the efficient operation of district facilities and services. The ideal candidate is highly organized, detail-oriented, exercises sound judgment, maintains confidentiality, and demonstrates outstanding customer service and communication skills.
NOTE:       The below lists are not ranked in order of importance
Essential Functions:

The following duties are representative of the position and are not intended to be an all-inclusive list.

Administrative Support

• Provide administrative support to the Director of IT & Operations for Operations-related functions.
• Manage calendars, appointments, meetings, and departmental schedules.
• Answer phones, greet visitors, respond to inquiries, and direct communications appropriately.
• Prepare correspondence, reports, agendas, meeting minutes, presentations, and other departmental documents.
• Maintain organized electronic and paper filing systems.
• Receive, sort, and distribute departmental mail and communications.

Operations Support

• Assist with the daily administrative functions of Facilities, Maintenance, Custodial, Grounds, and Transportation.
• Coordinate work orders, service requests, inspections, and operational documentation.
• Maintain records for contracts, vendor agreements, warranties, permits, and compliance documentation.
• Coordinate scheduling for vendors, contractors, and operational projects.
• Assist with facility use requests and department scheduling.
• Support district safety initiatives, emergency preparedness activities, and operational projects.

Purchasing & Financial Support

• Prepare purchase requisitions, purchase orders, invoices, and payment documentation.
• Monitor departmental budgets and expenditures as assigned.
• Maintain inventory of office supplies, equipment, and departmental materials.
• Assist with recordkeeping related to capital projects and operational expenditures.

Personnel & Department Support

• Process employee timesheets, payroll documentation, and leave requests as assigned.
• Assist with onboarding paperwork and departmental personnel records.
• Prepare reports and supporting documentation for Board of Education meetings and administrative presentations.
• Maintain confidentiality regarding personnel, financial, and operational records.

Customer Service & Communication

• Serve as a liaison between the Operations Department, district staff, vendors, contractors, and community members.
• Build and maintain positive working relationships through professional communication and customer service.
• Assist with district events and special projects as assigned.
• Perform other duties as assigned by the Director of IT & Operations.

Other Duties and Responsibilities

• Maintain strict confidentiality regarding district operations and personnel matters.
• Interact professionally with students, staff, parents, vendors, and community members.
• Promote positive public relations through professional appearance, attitude, and communication.
• Assist with district safety initiatives and operational events as needed.
• Perform other duties as assigned by the Superintendent or designee.

About You

• High school diploma or GED required; Associate degree preferred.
• Five (5) years of progressively responsible administrative support experience preferred.
• Experience in a public school district or operations environment is preferred.
• Excellent organizational, communication, and customer service skills.
• Strong attention to detail and ability to prioritize multiple tasks.
• Proficiency in Microsoft Office Suite and Google Workspace.
• Experience with purchasing, payroll/timekeeping, or financial software preferred.
• General bookkeeping and recordkeeping skills.
• Ability to type a minimum of 60 words per minute.
• Ability to maintain confidentiality and exercise sound judgment.
• Ability to work independently while contributing to a collaborative team environment.

About Our District:

The Garfield Heights City Schools collaboratively and cooperatively serve students and families of the City of Garfield Heights. Located in Cuyahoga County and bordered on the north by the City of Cleveland proper, and on all other sides by the first ring communities of Northeast Ohio. Our District proudly serves approximately 3,500 students in three Kindergarten through Grade 5 schools, one middle school, and one high school. The district also provides an award-winning Preschool program to educate the youngest students in our community at William Foster Elementary. All those who seek academic, co-curricular, student leadership, diversity, and community engagement success, can find these things and more in the Garfield Heights City Schools.

As a product of our community-based strategic planning process completed in 2021, our district's mission is: As the heart of the community, Garfield Heights City Schools fully prepares students to pursue their dreams and give back as engaged citizens and future leaders. Our vision is: to become a premier educational institution, recognized throughout Ohio as fully preparing students to be leaders equipped with real-world skills to contribute to a global society.

The Garfield Heights City School prides itself on providing a rigorous and comprehensive pre-k through 12th-grade educational curriculum that clearly focuses on student success through college and career readiness. To that end, Garfield Heights High School offers a variety of Advanced Placement courses, including AP English, AP Government, AP American History, Honors Chemistry, Honors Calculus, Honors Physical Science, and more. While the District offers these high-level academic courses, the GHCS also proudly sends more than 225 students on an annual basis to the Cuyahoga Valley Career Center for those individuals deeply interested in learning a skilled profession or hands-on expertise in one of the trades. Middle School students have increasingly greater opportunities to prepare themselves for high school and parents are readily encouraged to be involved. Elementary School students in the GHCS also participate in such valuable literacy programs as LETRs and social/emotional initiatives as the Zones of Regulation. The GHCS places a great deal of emphasis at all levels of education on Positive Behavioral Interventions and Supports (P.B.I.S.) and each school has won awards from the State of Ohio for encouraging and promoting positive behavior.

A wide variety of co-curricular offerings are available to students of all ages in the Garfield Heights City Schools as well. Such opportunities include more than 18 varsity sports, the district's show choir, Music Express, Marching Band, Theater, A Capella Choir, National Honor Society, Student Council, Glass Ceiling, Future Engineers, and more. These co-curricular offerings are award-winning on the state, regional and local levels. Students can expect success when they become involved in the various academic, co-curricular, and student leadership organizations in this District.

Garfield Heights City Schools is an equal opportunity employer and does not discriminate on the basis of sex, genetic information, race, color, age, religion, disabilities, military status, sexual orientation, or national origin in its programs and activities, including employment opportunities. 
Application Deadline: Until position has been filled.
To Apply: On-line