BRIN0363699-0000
2026-01-04T00:00:00
2025-12-31T00:00:00
The Facilities & Operations Administrative Assistant plays a central and forward-looking role in ensuring the efficient functioning of the Facilities Department. This position requires someone who consistently stays one step ahead of the Director of Facilities—anticipating needs, managing details proactively, and enabling the Director to focus on broader departmental priorities without becoming bogged down in daily minutia. Most responsibilities involve independently coordinating facilities operations, maintaining detailed records, troubleshooting issues before they escalate, and managing communications with staff, contractors, and vendors. The Administrative Assistant oversees calendars, schedules meetings, tracks work orders, monitors compliance documentation, supports project coordination, processes requisitions and invoices, and assists with payroll auditing for facilities staff. The role is critical to keeping the department organized, responsive, and running smoothly. While the position primarily supports the Director of Facilities, it also provides supplemental administrative support to the Assistant Superintendent of Finance & Operations, including general office coordination, correspondence, and selected business-office processes as needed. This role serves as a key liaison across departments, contributing to organizational efficiency within Facilities, Operations, and the Business Office. Supervision may be exercised over a small number of employees assisting with operations work. Performs related duties as required. Typical Work Activities: Provides proactive day-to-day administrative support to the Director of Facilities, anticipating needs and resolving issues independently. Maintains calendars, schedules appointments, coordinates meetings, and manages communications to keep departmental operations moving efficiently. Assists with Facilities’ work orders, maintenance tracking, project planning, follow-up, and compliance documentation. Coordinates with vendors, contractors, and staff, ensuring timely communication regarding repairs, maintenance needs, inspections, and project timelines. Processes requisitions, purchase orders, invoices, and vendor payments for the Facilities Department. Assists in monitoring and auditing payroll and time records for facilities personnel. Supports transportation coordination and other operational logistics as needed. Prepares correspondence, reports, spreadsheets, and documentation for Facilities and the Business Office. Maintains organized digital and physical files, logs, and department databases. Provides general administrative support to the Assistant Superintendent for Business & Operations when required. Performs related work as assigned. For more detailed information about member benefits of BEST (Briarcliff Educational Support Team) please go to https://www.briarcliffschools.org/departments/human-resources/staff-contracts and select BEST. ALL INTERESTED CANDIDATES MUST BE REACHABLE ON THE CIVIL SERVICE LIST FOR SECRETARY TO SCHOOL DISTRICT ADMINISTRATORMINIMUM ACCEPTABLE TRAINING AND EXPERIENCE: Graduation from high school or possession of a high school equivalency diploma and three (3) years of experience where a primary function of the position was performing general office/clerical work, two (2) years of which must have included the use of computer applications to maintain automated records or produce correspondence, spreadsheets, forms, reports or other documents. SUBSTITUTION: Satisfactory completion of 30 credits* at a recognized college or university, or its equivalent in course hours from an approved institution or office software manufacturer (i.e. Microsoft) may be substituted on a year for year basis for one (1) year of the general office/clerical experience and one (1) year of the specialized experience using computer applications as described above. Completion of 6 credits* in word processing coursework at a recognized college or university may be substituted for an additional one (1) year of specialized experience using computer applications as described above. All coursework must be verified by an official transcript.
Clerical/Support Staff
Briarcliff Manor U.F.S.D.
Lower Hudson Valley
Annual wage
Range per contract