Administrative.Supervisor (Maintenance)

1701003 Job Code: 1701003 Job Family/Function: 17 - Other Management\Programs FLSA: Nonexempt Grade Ladder: MNPS Support Hourly Pay Grade: MNPS.SCH010-H Duration (days/year): 260 Locations(s): Support Hub We Are Team MNPS Metro Schools is one of the largest and most diverse school districts in the United States. Our teachers and staff educate more than 80,000 students in Metro Nashville-Davidson County, preparing them to excel in higher education, work, and life. Our district implements some of the most innovative reform strategies in the nation. We seek to partner with highly effective, engaging teachers, teacher leaders and support staff with a passion for urban education and a go-getter spirit as we strive to become the highest-performing urban district in the nation. Whether you are a teacher, an administrator, or a potential support staff employee, if you want to make a difference, we want to hear from you. Job Summary Specialized administrative work in directing the personnel, finance, budget, and business administration activities of the Facility & Grounds Maintenance Department. This position represents the department in the areas of personnel, payroll, finance, budget, and other assigned areas. What you will do Supervises the administrative staff of FGM and directs the clerical /administrative function for departmental staff of over 200 employees. Manages staff schedules and monitors office operations. Tracks all overtime and Comp Time for Maintenance and grounds employees. Maintains and directs the completion of payroll for all employees. Prepares and processes payroll as backup timekeeper when necessary. Establishes and maintains the hiring and performance management, including discipline, of employees. Acts as liaison for the Department on HR related issues. Sets up interviews of all new hires. Researches and gathers statistical, financial, and related data used for planning and decision making for specific programs or projects as assigned. Develop and recommend courses of action available to the department; analyzes their probable consequences. Receives and matches vendor invoices to supporting purchase orders and receiving entries or reports. Reviews invoices to ensure they are in accordance with established terms for payment. Reconciles vendor statements. Verifies and reconciles balances in accounts payable record. Determines appropriate coding for entry in to the general ledger. Leads effort in maintaining centralized work order management system. Establishes protocols for the system with other departments. Trains other staff and departments on use of system. Oversees the data entry of all labor, material, and job costs through work order management system. Verifies vendor address book information using the JD Edwards System and work with Metro Finance to maintain vendor files to ensure proper remit addresses. Ensures that payments to vendors are made on time as per the established terms. Assists vendor/contractors in registering with MNPS. Verifies that transactions comply with MNPS policies & procedures and are approved by appropriate personnel. Prepares and submits requisition requests and supervises the authorization of invoice payments. Coordinates and assimilates project information from Project Manager and or Zone Managers then creates and executes contracts, change orders, purchase orders and other documents as necessary. Assists in the preparation of ITB and RFP drafts for submission to the procurement department. Assists with evaluations of ITBs and RFPs. Assists the Director in preparation of Budgets both Operations and Capital Improvement. Serves as liaison between Department and District during critical and possibly life-threatening emergencies or operations/actions. Manages outside vendor contracts and maintains those relationships. Perform senior level administrative tasks for the department - creates and modifies various departmental documents and documentation; prepares Board Agenda items for Facilities and Grounds, schedules appointments and meetings for management and upper-level staff, assists in the evaluation of policy and/or organization changes and new programs, coordinates use of various rooms in the FGM spaces, including the conference room, maintains building ID tag and key distribution and approvals and assists with inventory management. Coordinates and participates in safety training for Maintenance Employees. Education Qualifications Bachelor's Degree Preferred Experience Qualifications 3-4 years' applicable experience Required Skills and Abilities Thorough knowledge of Microsoft Office, ability to prioritize, attention to detail, demonstrated ability to account for expenses and contracted services.