Physical Plant Office Manager
Millbrook School is seeking to hire an office manager for our physical plant. This is a non-exempt position reporting to the director of the physical plant. The physical plant office manager is a key part of the physical plant team and is primarily responsible for general office duties, purchasing, working with contractors, assisting with special events and projects, and acting as the point of contact for the physical plant.
Job Responsibilities & Duties
- Responsible for general office duties such as answering phones, greeting visitors, filing, and maintaining office supplies in the physical plant department.
- Dispatch emergency work orders via a two-way radio.
- Communicate with outside contractors and vendors and other school staff as needed.
- Assist in planning, overseeing, and/or accomplishing special campus events testing, and/or projects, as assigned.
- Maintain up-to-date records for preventative maintenance contracts.
- Responsible for all purchasing and ordering for physical plant staff, campus housing, and buildings.
- Process department invoices for payment and maintain purchase order system accurately and efficiently.
- Maintain up-to-date fuel and propane usage for call campus buildings.
- Keep the director of physical plant informed daily of significant events.
- Maintain accurate usage records and inventory control of fuel supplies.
- Work closely with custodial supervisor.
- Process monthly, quarterly, and annual reports to various agencies.
- Coordinate schedules and appointments.
- Maintain school vehicle logs for mileage, registration, and N.Y.S. inspection.
- Maintain certificates of insurance and vendor’s & contractor’s worker’s comp certificates
- Other duties as assigned.
Education and Qualification Requirements
- Associates degree in a related field preferred.
- Two years of administrative experience required.
- Experience in a relevant field is preferred.
- Must have excellent interpersonal skills.
- Must have strong oral and written communication skills.
- Must have strong computer skills.
- Must have a clean and valid driver’s license.
Specific Requirements/ Essential Functions
- Must be able to read, write, speak, and understand the English language.
- Must be able to speak and write in a professional manner.
- Must possess the ability to make independent decisions when circumstances warrant such action.
- Must have the ability to work harmoniously and effectively with others.
- Must be able to follow written and oral instructions.
- Must have the ability to multi-task.
- Must have patience, tact, and a cheerful disposition when dealing with personnel, vendors, students, and families.
- Must be able to work in person, on campus.
Physical & Sensory Requirements (with or without the aid of a mechanic device)
- Must be able to move intermittently throughout the workday.
- Must be able to work eight hours per day, five days per week.
- Must be able to speak and write the English language in an understandable manner.
- Must be able to cope with the mental and emotional stress of the position.
- Must possess sight/hearing senses or use prosthetics that will enable these senses to function adequately so that the requirements of this position can be fully met.
- Must function independently.
- Must be able to lift, push, pull, and move equipment, supplies, etc., up to 30 pounds without restrictions.
The hourly rate for this position ranges from $20.00 to $24.00 per hour. When determining placement in the salary range, Millbrook School considers relevant experience and other factors permitted by law.
Interested applicants may submit a letter of interest and resume to pstarzyk@millbrook.org or send it to Millbrook School, Attn: Human Resources, 131 Millbrook School Road, Millbrook, NY 12545.
