Administrative Assistant; Facilities Department

Administrative Assistant – Facilities Department

Woburn Public Schools

The Administrative Assistant – Facilities Department supports the daily operations of facilities and maintenance services by providing administrative and customer service support. This position manages work order systems, processes invoices and purchase orders, maintains departmental records, coordinates meetings and projects, and communicates with internal and external stakeholders. Strong organizational skills, attention to detail, and the ability to prioritize multiple tasks are essential.

Report To: Facilities Director of Building and Grounds

Work Year: 12‑month position

Work Schedule: 8:00 AM to 4:00 PM (summer hours may vary at the discretion of the Superintendent of Schools)

Salary: $50,364.00 (Per the CBA, this salary is not negotiable)

Qualifications:

• High school diploma or equivalent required; associate degree preferred
• Two or more years of secretarial or administrative experience, preferably in a school setting
• Strong interpersonal and communication skills
• Proficiency in Microsoft Office Suite, Google Workspace and MUNIS
• Ability to maintain confidentiality and handle sensitive information appropriately
• Excellent organizational skills and attention to detail

Duties and Responsibilities:

• Perform administrative duties including composing documents for signature, generating reports, analyzing data, planning business conferences, assisting with office procedures, and researching information requests
• Track and maintain custodial absences for bi‑weekly payroll entry and submission
• Track and maintain custodial uniform allowance submissions for payroll processing
• Print and monitor work orders; contact maintenance staff for high‑priority requests
• Respond to urgent calls from schools and notify the appropriate maintenance personnel
• Order and manage custodial supplies for all schools
• Process orders, requisitions, and purchase orders for summer work projects
• Enter requisitions submitted by schools
• Match vendor invoices to purchase orders and attach appropriate supporting documentation
• Submit vendor purchase orders to Accounts Payable for payment processing
• Process and track utility bills; maintain organized records
• Enter monthly utility readings
• Coordinate school deliveries with head custodians and ensure proper delivery accommodations (e.g., lift gates with delivery drivers)
• Water testing & AHERA paperwork and filing
• Manage work order system and assist with capital planning module
• Manage capital project funds
• Assist with scheduling mechanical systems vendors
• Assist with asset inventory management
• Assist with possible grant applications
• Other duties as assigned

At the Woburn Public Schools, we are committed to cultivating an environment where diverse perspectives and backgrounds are embraced, acknowledging that a team reflecting diversity of race, color, ancestry, national origin, religion, age, gender, marital/domestic partner status, sexual orientation, gender identity, disability status, and veteran status allows us to serve our communities better. To that end, Woburn Public Schools continues to be an Equal Opportunity Employer and a district member of Mass Partnership for Diversity in Education.