Administrative Assistant - Buildings and Grounds

- Position Type:
Administrative Assistant/Clerical/Administrative Assistant - Date Posted:
10/16/2026 - Location:
Buildings and Grounds - Date Available:
11/13/2026 - Closing Date:
11/12/2026 - A high school diploma or equivalent is required.
- A minimum of three years of administrative or office experience is preferred, preferably in a facilities or school district environment.
- Performs task responsibilities efficiently, confidently, ethically, professionally, and effectively.
- Ability to spearhead projects to improve efficiency and keep people on task to ensure the successful completion of tasks and assignments.
- Ability to multi-task with organizational and time management skills to ensure that tasks are completed promptly and/or to meet deadlines.
- Ability and willingness to learn and apply new skills and procedures through professional development, in-office training, or team meetings.
- Prepares reports and financial data.
- Ability to work well with all levels of internal management, staff, outside clients, and vendors.
- Drafts and types memos, email correspondence, forms, and other materials to disseminate information.
- Manages daily office operations, including screening and routing all incoming communications.
- Answers phone calls, schedules appointments, makes travel arrangements, and provides information on office policies and procedures.
- Logs requests in FMX scheduling software, coordinates coverage for schedule requests and coordinates service needs in FMX maintenance software.
- Schedules and coordinates meetings for staff and vendors.
- Familiar with accounting software, CSI is preferred.
- Receives oral and written requests for emergency and routine repairs and assists with procuring this information.
- Dispatches in-house technicians or external service providers and documents using the maintenance request platform.
- Notifies the Director of Buildings and Grounds and Assistant Director of Buildings and Grounds of urgent work order calls and reports issues to the Director of Facilities.
- Processes invoices, quotes, purchase orders, and employee clothing/travel expenses.
- Assists with procurement of office supplies, contract services, and project materials.
- Processes quotes, creates purchase orders, and processes invoices, ensuring accuracy.
- Tracks and processes payments for all buildings and grounds purchase orders.
- Ensures effective management of all buildings and grounds open purchase orders and assists in closing or completing the purchase order before the end of the fiscal year.
- Use software to run reports for budgeting and open purchase orders.
- Assists with coordination and record-keeping for regulatory compliance.
- Maintains files for outsourced projects, including bids, proposals, service contracts, certified payroll, and cooperative purchasing contracts.
- Organizes and maintains documentation for contractors, architects, and facilities-related projects.
- Communicates department needs, such as contractor visits, to relevant district personnel.
- Assist with coordinating workflow for maintenance requests, schedule requests, projects, and vendors.
- Maintain procedures manual to ensure consistent performance of routine tasks.
- Compose correspondence/reports for manager's signature.
- Coordinates service contract site visits and department training sessions.
- Acts as liaison with local and state agencies to exchange information, resolve issues, and ensure compliance.
- Assists with timekeeping and overtime voucher processing.
- Tracks and maintains attendance records as required.
- Leads and coordinates special administrative projects, guiding to achieve objectives.
- Develops and recommends workflow improvements and procedures to enhance efficiency.
- Ability to read small print and view computer screens for prolonged periods.
- Dexterity to use hands for typing, grasping, and manipulating small objects.
- Ability to lift and carry objects weighing five or more pounds.
- Exposure to noisy environments and frequent interruptions.
- Ability to work indoors and handle stressful situations effectively.
| Administrative Assistant - Buildings and Grounds | JobID: 2696 |
| Position: | Administrative Assistant Buildings and Grounds |
| Effective Date(s): | 2026-2027 school year |
| Employment Terms: | Full-time 12-month position, tenure track Eligible for health insurance benefits Position associated with the terms and conditions of the Negotiated Agreement between the Paramus Association of Administrative Assistants (PAAA) and the Board of Education, Administrative Assistant - Category V. |
| Reports To: | Director of Buildings and Grounds or designee. |
| Job Goal(s): | Under general direction from the Director of Buildings and Grounds, the Administrative Assistant provides administrative and clerical support to the Buildings and Grounds Department. This role ensures office operations are performed with the highest quality, develops workflow improvements, and adheres to system policies and regulations. The Administrative Assistant manages service requests, processes financial documentation, coordinates compliance activities, and maintains communication within the department and with external stakeholders. |
| Qualifications: | |
| Salary: | Starting salary $52,507.00 Placement on the Paramus Association of Administrative Assistants (PAAA) Salary Guide, Administrative Assistant Category V Salary Guide, in accordance with experience and related qualifications. |
| Performance Responsibilities: | Administrative Support Work Order Management Financial and Procurement Support Regulatory Compliance and Record-Keeping Coordination and Communication Time and Attendance Management Special Projects and Workflow Improvements Physical Abilities and Working Conditions |
| Application: | Qualified applicants interested in this position are invited to apply online via Applitrack at: https://www.applitrack.com/paramus/onlineapp/default.aspx Applications may be reviewed on a rolling basis and the position may be filled prior to the closing date. |
| Requirements: | 1. New Jersey resident or willingness to relocate 2. Controlled substance testing and successful completion of criminal history background check are required of all applicants offered employment. |
| Evaluation: | Performance of this job will be evaluated annually in accordance with the provisions of the Board's policy on the evaluation of non-certified staff. |
| Click here to view job descriptions available on the district's website. AA/EOE |