Openings as of 4/3/2025

OCS - Office Manager of Facilities Management Department

JobID: 8258

Position Type:
  Secretarial/Clerical/Office Manager


Date Posted:
  3/25/2025


Location:
  OCS Maintenace Department


  The Department of Facilities Managment is seeking a highly organized, energetic and detail-oriented Office Manager to support our Facilities, Grounds, and Maintenance Departments. This role is a vital part of the team that keeps our schools safe, beautiful, and operating smoothly to ensure that Oldham County Schools continues to Ignite Passion and Experience Excellence through our built environments.
 
OLDHAM COUNTY BOARD OF EDUCATION ADMINISTRATIVE REGULATION

JOB DESCRIPTION:
OFFICE MANAGER OF FACILITIES
MANAGEMENT DEPARTMENT                                                                                    1015.01AR
  
QUALIFICATIONS:
 
1. High school graduate or equivalent with clerical and accounting background.
2. Construction background helpful
3. Ability to maintain financial records.
4. Organizational skills
5. Work independently and meet deadlines
6. Knowledge of a wide variety of office equipment
7. Proficient in operating computer software and hardware, including, at a minimum, Microsoft Excel, Word and basic email programs.
8. Flexible and able to work with various types of people and locations.
9. Ability to handle stressful situations.
10. Able to push, pull and lift 45 lbs. and bend at the waist, kneel and lift hands over head
REPORTS TO: Director of Facilities Management
JOB GOAL: Provide office management in all areas in the Facilities Management, including Facilities, Maintenance, and Grounds Departments to maintain efficiency in supporting ongoing construction projects, purchasing, accounting functions, and maintaining an orderly workflow. 
PERFORMANCE RESPONSIBILITIES:
 
1. Assumes responsibility for development and maintaining a unified system to manage all departmental calls and visitors.
2. Assumes responsibility for development and maintaining a unified system to manage all departmental mail and packages, stamp date of receipt and distribute accordingly.
3. Prepare all legal documents, advertisements, correspondence, contracts, state forms and other reports as directed.
4. Assists Directors in recruiting, screening, training and the evaluation of facilities, maintenance, and grounds staff.
5. Maintain/update project information database for all construction projects in district.
6. Responsible for setup and maintaining all files for Facilities Management Department.
7. Assumes responsibility for processing invoices, purchase orders and accounts payable for Facilities Management Department, Maintenance Department and Grounds Department.
? Knowledge of the accounting portion of MUNIS financial management software. Responsible for inputting all purchasing activities into the MUNIS program and keeping abreast of any program changes and updates.
8. Process parts requests; prepare purchase orders; assist in inventory control as directed by the Maintenance Director.
9. Tracking and reporting accurately the finances for the Facilities Management Departments.
10. Assist in preparation of the Facilities Management, Grounds, and Maintenance Department budgets.
11. Provide administrative assistance to Director of Facilities, Director of Grounds, District Architects, Director of Maintenance and Construction Inspector as needed.
12. Complete and route timecards and time off sheets for all maintenance staff.
13. Ordering of all Facility Management Departments supplies and equipment.
14. Assure that the facilities and maintenance office and reception areas are maintained in an attractive manner.
15. Performing other duties as assigned by the Director of Facilities Management or the Superintendent.
 
TERMS OF EMPLOYMENT:
Compensation will be determined based on 260 contract days on the board approved 109 salary schedule. This position requires an 8-hour workday
 




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