Administrative Assistant - Facilities (12 Month)

Administrative Assistant - Facilities (12 Month) JobID: 3523 Position Type: Secretarial/Clerical/Secretary, 12-Month Date Posted: 6/25/2026 Location: Administrative Center Date Available: ASAP Closing Date: 07/17/2026 Additional Information: Show/Hide Lake Forest School Districts 67 & 115 are seeking a 12 month, 8 hour/day Administrative Assistant to Director of Facilities. Description: The Administrative Assistant to the Director of Facilities regularly and directly assists the Director of Facilities, in a confidential capacity, in the daily administration of the Facilities department for District 67 and District 115. Salary and Benefits: Base Starting Rate - $25.24/Hour Personal, Vacation, and Sick Day Leave provided Reimbursement - up to $1300 annually for tuition reimbursement Insurance - 100% district paid Single HMO Health (other options also available) Retirement - IMRF (Illinois Municipal Retirement Fund) - the district pays the full district premium, employees pay the 4.5% employee contribution Essential Functions: Manage the Director's calendar, scheduling meetings, appointments, and travel Draft, edit, proofread, and distribute confidential reports, memoranda, presentations, contracts, and official communications Maintain records, files, and databases for Facilities, Safety & Security, and capital projects Screen and respond to inquiries from staff, vendors, and the public Supervises and assigns work for maintenance and custodial staff in the absences of the Facilities Supervisor or Lead Custodian Manage the facility scheduling program in both districts Central point of contact for the D67 and D115 Facilities Department, assisting with project tracking and work orders Approval all Facilities Department timesheets when the Director of Facilities is unavailable Manage fobs for secure fob access system for secure building access, activates and deactivates employee fobs for new hires and terminations Manage p-cards, purchase orders, invoices, expense tracking, and check requests Support onboarding and training of department staff Organize and manage the district required background and fingerprinting process for all 3rd party sub contractors Facilitate communication and collaboration between Facilities, Safety & Security, Transportation, and other departments Conduct and maintain records of annual training for the D67 and D115 custodial and maintenance staff Generate and track purchase orders as required Assist with the management of regulatory requirements and record keeping Assist in planning and coordinating special events, community meetings, Board presentations, and departmental initiatives Maintain a professional appearance and demeanor at all times Performs other job related duties as assigned by direct supervisor Adheres to Board of Education policies and procedures Qualifications: Education, Experience, and Licensure (required and preferred) High School Diploma or GED, required Associate's or Bachelor's in related field, preferred Valid driver's license Experience with office and school-based management systems - preferred Competencies (Knowledge, Skills, Abilities)? Strong verbal and written communication skills Strong interpersonal skills and positive problem solving attitude Comfortable and pleasant demeanor in busy environments Ability to:work under pressure work with speed, attention to detail, consistency, and organization prioritize workflow while working with many individuals work harmoniously, cooperatively, and effectively with all stakeholders meet deadlines work effectively in office and school-based management systems Maintain confidentiality Adhere to Board of Education policies and procedures Physical Demands and Work Environment: While performing the duties of this job, the employee is regularly required to sit, stand, walk, talk or hear, and taste or smell. The employee frequently is required to use hands to handle or feel materials. The employee is occasionally required to climb or balance; a…