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Administrative Assistant, Facilities

Classification: Non-Exempt

Date Posted: August 4, 2026

Salary: $25.47 per hour plus benefits/Range 27Additional salary credit may be given for internal transfers and recent Greeley-Evans School District 6 rehires, up to $40.82.

Contract Length/ Days: (2026-2027/ 260)

Benefits: We offer a comprehensive benefits package including medical, dental, vision and life insurance as well as other programs for benefit-eligible employees. The employee assistance program, voluntary life insurance through PERA, and 401(k), 403(b) & 457(b) plans are available to all employees regardless of hours worked and are available immediately (upon hire date).  To learn more about our benefits, please see our Benefits Overview.

Paid Leave: Depending on your position, the District offers a variety of leave options, including sick leave, discretionary leave, vacation and paid holidays. More information about leave options available to Classified employees can be found in the Board of Education Policy Manual.

Reports to: Director of Facilities 

Deadline for application: Until Filled

EDUCATION/EXPERIENCE:
Required:

• High School Diploma or GED required
• 2+ years of clerical or administrative experience. 

Preferred:

• Bachelors' Degree (preferred) and/or coursework involving accounting, bookkeeping, and computer training is highly preferred.
• Demonstrated experience with advanced bookkeeping, spreadsheet tracking, or financial data entry.
• Strong proficiency in Microsoft Office (specifically Excel for financial tracking) and Google Workspace. Experience with database software and accounting/ERP systems (e.g., Infinite Visions) is a plus.
• Bilingual English/Spanish

JOB DESCRIPTION

Summary/Objective:

The Administrative Assistant provides comprehensive administrative, clerical, and financial support to the Facilities Department, which oversees building, mechanical, electrical, access control/security, and grounds maintenance, as well as facility use operations. This position serves as the primary point of contact for departmental inquiries, coordinates vendor communications and procurement activities, and manages day-to-day, monthly, and annual accounting, budget tracking, and financial reporting processes.

The Administrative Assistant provides direct support to department leadership, assists with the coordination of work order and facility use requests, and helps ensure the efficient operation of the department. This position is responsible for preparing accurate correspondence, maintaining organized records, and delivering exceptional customer service while interacting with employees, vendors, and the public.

The successful candidate will demonstrate professionalism, strong organizational and public relations skills, sound judgment, and the ability to maintain strict confidentiality. This position requires the ability to work independently, prioritize multiple responsibilities, and collaborate effectively as a member of the Facilities team.

Essential Functions:

Financial Tracking & Budgetary Support

• Invoice & Accounts Payable Processing: Prepares, enters, and, Reviews all documentation for proper account coding, authorized signatures, and compliance with policies.
• Budget Monitoring: Tracks and reports on departmental budgets. Helps monitor expenditures against accounts and assists with monthly and annual budget reviews.
• P-Card & Expense Reconciliation: Manage departmental P-Card reconciliations by reviewing transactions for accuracy, coding expenses to the appropriate accounts, attaching supporting documentation within the P-Card system, resolving discrepancies, and ensuring compliance with district policies, audit requirements, and monthly reconciliation deadlines.
• Data Entry & Financial Records: Enters time, attendance, and payroll records into systems (e.g.,School ERP Pro). Maintains accurate spreadsheets to track personnel expenses across facilities departments.
• Time and Attendance
• Monitor and resolve timekeeping exceptions, including missed punches, leave coding errors, overtime, and schedule discrepancies.
• Ensure appropriate supervisory approvals are obtained prior to payroll processing.
• Assist employees and supervisors with timekeeping questions and system issues.
• Process and maintain documentation for timekeeping adjustments and corrections.
• Train employees and supervisors on timekeeping procedures and system functionality.

Departmental & Operational Coordination

• Vendor Procurement: Assists department managers and Purchasing Manager with development solicitations for services, materials and equipment.
• Vendor & Tenant Relations: Serves as an administrative point of contact for service groups, external vendors, and supports the facilities use specialist with tenant/building use agreements.
• Compliance & Records Maintenance: Maintains organized, secure, and confidential department files, including service contracts, personnel actions, and compliance documentation.

Administrative & Office Support

• Communication Hub: Serves as receptionist by screening and routing incoming calls, greeting visitors, and responding to inquiries from staff and the community. Facilities Admin Assistant will share door management responsibilities with IT Admin Assistant.
• Correspondence & Documentation: Composes routine correspondence, memos, and forms; edits reports, presentations, and spreadsheets as needed.
• Office Operations: Schedules meetings, coordinates calendars, and orders office supplies to keep the facilities administration running efficiently.

Other Duties:

• Cross-train with other Facilities Staff
• Work Order Management: Assists in processing and routing of work orders through the departmental tracking system to ensure timely completion of maintenance requests.
• Facility Use Management:  Assists in processing and routing of facility use requests through the departmental tracking system to ensure timely completion of maintenance requests.

Qualifications & Skills 

High attention to detail, strong multi-tasking and organizational abilities, excellent public relations skills, and the capacity to handle confidential personnel and financial records with extreme discretion.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job.  Duties, responsibilities and activities may change at any time with or without notice. Regular attendance is required for this position.

Supervisory Responsibilities: None

Work Environment/ Physical Demands

Ability to sit for long periods of time, numerous distractions, visual, auditory and ambulatory acuity important.  Occasional lifting of up to 30 pounds.

Travel:  None

Thank you for your interest in working for Greeley-Evans School District 6. Please feel free to contact our Human Resource Office at 970-348-6058 with any questions. 

EEO/AAP Statement
Greeley-Evans School District 6 shall not discriminate in its employment or hiring practices on the basis of race, color, creed, sex, sexual orientation, gender expression, gender identity, religion, national origin, ancestry, age, genetic information, veteran status, marital status or disability. The District shall identify, solicit, and consider applicants for employment from a broad spectrum of qualified individuals who will contribute to that effort. The Superintendent is committed to cultural diversity among district personnel as a means of enriching educational experience. The District shall identify, solicit, and consider applicants for employment from a broad spectrum of qualified individuals who will contribute to that effort.
Complaint procedures have been established for current employees, prospective employees, and applicants for employment. The name of the responsible employee who has been identified as the Compliance Officer and Title IX Coordinator for the District is as follows:

James Donahue, Title IX Coordinator & Compliance Officer 

1025 Ninth Avenue, Greeley, CO 80631

Phone: 970-348-6104 

Email address: jdonahue@greeleyschools.org