Moline-Coal Valley School District No. 40
Job Description
Purchasing & Facilities Administrative Assistant
The Purchasing & Facilities Administrative Assistant is responsible for coordinating purchasing, administrative, accounting, and facilities support functions for the Business Office and Facilities Department.
Chief Financial Officer (Primary) and Director of Facilities (Secondary)
None.
1. Receives, reviews, and processes purchase requisitions for services, supplies, equipment, and other District needs to ensure compliance with District purchasing procedures.
2. Prepares purchase orders, enters encumbrances, and maintains accurate purchasing records within the District's financial software.
3. Assists with the preparation of bid specifications, advertisements, bid documents, and bid tabulations in accordance with District policy and applicable state procurement requirements.
4. Solicits vendor quotations, communicates with vendors regarding products and services, and assists in resolving purchasing, receiving, and invoice discrepancies.
5. Monitors project expenditures, maintains contract files, certificates of insurance, project documentation, and other records related to construction and capital improvement projects.
6. Maintains inventories of District supplies, equipment, and Central Office inventory, including monitoring stock levels and coordinating replenishment as needed.
7. Maintains AIA contract documents; organizes and maintains construction project files; reviews AIA pay applications for completeness and accuracy; and assists with contract administration throughout the duration of construction projects.
8. Maintains Life Safety Code documentation, asbestos management records, and other regulatory compliance files required by federal, state, and local agencies.
9. Maintains the District's vehicle fleet inventory, including vehicle records, titles, registrations, licensing, and related documentation.
10. Coordinates and maintains records for required monthly, annual, and periodic inspections of District facilities, equipment, and vehicles to ensure compliance with applicable regulations.
11. Maintains and updates Facilities and Business Office webpages, electronic records, databases, and departmental documents to ensure accuracy.
12. Provides backup support to Business Office personnel during employee absences, vacations, and periods of increased workload.
13. Performs other duties, special projects, and assignments as directed by the Chief Financial Officer or Director of Facilities.
Requires excellent communication, organizational skills, confidentiality, professionalism, and the ability to work cooperatively in a fast-paced environment.
- High School diploma or equivalent
- Associate's degree preferred
- One to three years of related experience.
- Proficient with Microsoft Office/Google Workspace and purchasing/accounting software.
- Accurate math, records management, and filing skills.
- Ability to prepare correspondence, spreadsheets, reports, and contracts.
- Ability to work well with individuals at all levels.
- Construction/AIA document experience preferred.
- Ability to multitask with frequent interruptions.
- Computer, Printer/Scanner/Copier, Telephone, and Calculator
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The employee works in an office environment where the noise level is moderate. Occasional travel for the school district may also be required.
Employee Acknowledgment ____________________________ Date __________
The above statements reflect the general details necessary to describe the principal functions of the occupation and shall not be construed as a detailed description of all work requirements.
Job Types: Contract, Full-time
Pay: From $42,000.00 per year
Benefits:
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Experience:
- Customer service: 2 years (Preferred)
Work Location: In person
