Overview
Administrative Assistant III Jobs in Saint Paul, MN at Xcel Energy
Administrative Office Manager
Job Title: Office Manager
Department: Facilities
Reports to: Lee Snodgrass, Director of Facilities
FLSA Status: Hourly, Non-exempt staff
Status: Full Time, Staff, Benefited
Founded in 1970, Providence Day School is an independent, nonsectarian, coeducational college preparatory school serving approximately 1,825 students in transitional kindergarten through 12th grade. Committed to academic excellence, global diversity and character development, PDS seeks to inspire in its students a passion for learning, a sense of social responsibility and a commitment to personal integrity. Cited for excellence by the U.S. Department of Education, the College Board Advanced Placement Program and the National Council of Teachers of English, PDS provides a challenging and diverse college preparatory curriculum.
PD is recognized as one of The Charlotte Observer’s “Top Workplaces 2023”, “Top Workplaces 2022”, “Top Workplaces 2019”, as well as, “Top Workplaces 2018”. This award is particularly special because the results are based solely on confidential responses from our employees. Additionally, PD is recognized as one of greater Charlotte’s 2018 and 2019 Healthiest Employers by the Charlotte Business Journal. This award demonstrates the school’s commitment to promoting the health and wellness of our employees and the importance of appropriate work-life harmony.
The Providence Day School community welcomes people of diverse backgrounds and beliefs who share a commitment to respect one another and accept differences. We are an Equal Opportunity Employer with a policy of nondiscrimination in the treatment of employees or applicants for employment without consideration of race, color, ethnicity, religion, age, sexual orientation, marital status, national origin, disability, gender or gender identity.
Providence Day School is accredited by the Southern Association of Colleges and Schools, is a member of ABC (A Better Chance), and holds memberships in the National Association of Independent Schools, Southern Association of Independent Schools, North Carolina Association of Independent Schools, Educational Records Bureau, National and Southern Associations for College Admission Counseling, the Association of Supervision and Curriculum Development, and the College Board.
Position is available at earliest convenience.
Mission
The Administrative Office Manager serves as the key resource for the day to day operations of the Providence Day School Facilities Department. This individual should exhibit Providence Day School’s core values and have a clear and supportive focus on customer service while maintaining the open and welcoming campus climate and culture of the school.
Essential Duties and Responsibilities include but not limited to:
Welcome and check in visitors and contractors at the facilities house/office
Customer Service (Assist Faculty, Staff and Parents by providing support as requested)
Manage and respond to phone calls and messages
Answer two way radio calls and dispatch Facilities Technicians as needed
Assist with deliveries and mail processing (check facilities mailbox daily)
Process daily packages for UPS, FedEx, Amazon and US mail
Order Facilities Department office supplies, and campus signage
Manage and assist with ordering department uniforms
Coordinate for event, maintenance and housekeeping needs
Weekly updates using “ A look ahead” and department communiques; PA events and announcements; and other items are required
Participate in weekly Events Google meetings which allows transfer of vital information for successful events
Assist with organizing special events for Facilities Department
Assist grounds team with Athletic Events weekly posting and setups – via weekly emails from C.D: transferring information to place on Set Ups calendars
Support Parents Association requests, coordinate appreciation meals, communicate information to staff
coordinate linen cleaning for event linens, pay invoices
Work order management – assist, as needed, with all aspects of work order management.
Initiate Helpdesk Use and Access; add new employees to Facilities Help desk system (welcome announcements via email to all new staff)
Submit, update and transfer work orders to Facilities Technicians via Facilities Help Desk
Assist with ordering parts or items for Facilities Technicians
Key Control – manage all key inventories and all all key control operations (order, assignments/issue, maintain inventory, etc)
Invoicing and Credit card Oversight – Reconcile monthly credit card statements for the department, process and maintain monthly invoices
Assist Director of Facilities, Associate Director of Facilities, Custodial Director, Events Director, Grounds Director, and Transportation Director with department documents (via google drive) and Special Projects
Assist with contract renewal and management (campus trash, doors, etc)
Maintain and manage the campus wide radio equipment; includes ordering radios and replacement parts, calling vendor for repairs if needed, and updating status assignments for all campus employees
Previous experience in high demand customer service organization is preferred
Associate’s degree or Bachelor’s degree is preferred.
Ability to follow standard operating procedure and directives
Outstanding customer service skills
Ability to work in a TK-12 grade environment and develop and maintain excellent working relationships with Faculty/Staff and Student
Excellent interpersonal, problem solving, organizational, and communication skills
Proficient in Google Docs, Sheets, Forms and Calendar, Microsoft Word, Excel and Adobe Acrobat
Salary & Benefits: Providence Day School is committed to attracting and retaining outstanding
employees through a compensation plan that compares favorably with those of other
independent schools both locally and nationwide. Individual salary levels are competitive and
are determined by educational background and experience.
Job Type: Full-time
Pay: From $40,000.00 per year
Benefits:
401(k)
401(k) matching
Dental insurance
Employee assistance program
Employee discount
Flexible spending account
Health insurance
Life insurance
Paid time off
Parental leave
Professional development assistance
Relocation assistance
Retirement plan
Tuition reimbursement
Vision insurance
Schedule:
Monday to Friday
Work Location: In person
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Title: Administrative Assistant III
Company: Xcel Energy
Location: Saint Paul, MN
