OAC EXTERNAL POSITION POSTING
DATES POSTED: 03/12 - 03/22/2026
Job Title:
Administrative Clerk III
Entry Wage:
$26.48
Division:
Facilities Management
Standard Wage:
$33.10
Schedule:
Full-Time
Shift:
Mon-Fri; 1st Shift
Reports To:
Director, Facilities Management
Job Code:
10011
Position Summary
Under general supervision, the Administrative Clerk III performs diverse administrative duties for Facilities Management, including but not limited to: tracking and recording monthly operating expense and capital budget costs; drafting and entering purchase requisitions; verifying and submitting invoices for payment approval; inventory management; providing assistance with monthly safety meeting preparation; payroll; typing; filing; and distributing mail.
Education
Required - High School Diploma or General Education Diploma (GED)
Minimum Requirements
Required - Minimum of 1 year of experience in an administrative role or experience with an enterprise-wide system, and
Required - Minimum of 1 year of previous experience maintaining paper and electronic filing systems, and
Preferred - Minimum of 1 year of experience with District payroll or other payroll systems, and
Preferred - Experience in an administrative role with a facilities management focus.
Licenses, Certifications and/or Testing
Required - Have and maintain a valid driver's license Upon Hire
Required - Pre-employment Background Check & Drug Screen Upon Hire
Knowledge, Skills and Abilities
Machine speed of 35 words per minutes (wpm).
Strong organizational skills and thoroughness with a high degree of accuracy and attention to detail required. (Intermediate proficiency)
Proficiency with personal computers, tablets, and/or other electronic devices to include familiarity with, but not limited to, Microsoft Office Suite (Excel, Outlook, PowerPoint, Word) and enterprise-wide software (e.g., SAP).
Ability to learn new or upgraded computer software as required.
Efficient written and verbal communication skills, in English, to assist internal and external customers, co-workers and management professionally, regardless of provocation. (Intermediate proficiency)
Basic math skills.
Flexible with interruptions and ability to handle multiple tasks and work in a fast-paced environment while meeting established deadlines.
Flexibility with District operations, systems, and procedures that would lead to familiarity with the Facilities Management Division.
Working knowledge with office equipment to include, but not limited to, telephones, scanners, copiers, and printers.
Essential Functions
Enter purchase requisitions and coordinate purchase orders with Purchasing.
Develop and submit documents through DocuSign for approval.
Invoice review and verification for payment approval for services, materials, and equipment.
Create and submit travel authorization request forms for approval. Utilize SAP to manage travel expenses, including but not limited to travel fees, hotel accommodations, and airline fees.
Submit miscellaneous employee documentation for approval, including but not limited to safety shoes, funeral leave, transfer rate payment forms, and vacation sellback.
Develop and maintain cost tracking summaries for capital projects.
Develop and maintain a monthly operating and capital budget cost tracking variance summary for the Director to utilize for expenditure authorizations and to evaluate anticipated costs during the annual budget process.
Assist with staff work task and preventive maintenance development and tracking in the Facilities Management Smartsheet application.
Coordinate with Information Technology to incorporate process improvements into SAP.
Coordinate with Purchasing to move facilities inventory into SAP. Migrate from the current blanket and G1990 purchase order process, including the development of stock and non-stock items.
Assist with the development of presentations for monthly Facilities Management safety meetings.
When required, ensure accuracy and correctness of time and code entry into the payroll system by verifying charge numbers, as well as work and absence codes.
When required, investigate, and respond to timekeeping inquiries from employees and supervisors. Work closely with Payroll to resolve timekeeping questions and issues. Process temporary salary adjustment and other Payroll forms as needed.
Type letters, reports, and forms.
Maintain records on inventory as needed and maintain an adequate inventory of office supplies.
Order and receive supplies using the SAP System. Contact vendors, as necessary.
Coordinate with other District Divisions for contractors to submit paperwork, conduct background checks, and obtain contractor badges for access to District facilities.
Maintain office files and a centralized Facilities Management filing system.
Sort and distribute the mail and receive deliveries as needed.
Required for All Jobs
Perform a variety of other duties as assigned
Understand and comply with all District policies and procedures
Physical Demands
Stationary Position - Frequently
Move/Traverse - Occasionally
Stationary Position/Seated - Frequently
Transport/Lifting - Occasionally
Transport/Carrying - Occasionally
Exerting Force/Pushing - Rarely
Exerting Force/Pulling - Rarely
Ascend/Descend - Occasionally
Balancing - Occasionally
Position Self/Stooping - Rarely
Position Self/Kneeling - Rarely
Position Self/Crouching - Rarely
Position Self/Crawling - Rarely
Reaching - Rarely
Handling - Rarely
Grasping - Occasionally
Feeling - Occasionally
Communicate/Talking - Constantly
Communicate/Hearing - Constantly
Repetitive Motions - Constantly
Coordination - Frequently
Physical and Environmental Requirements
Office: Work is primarily performed in an office setting amid normal conditions of dust, odors, fumes, office lighting and noise.
Hybrid Flexible Work Arrangement
Job may be eligible for a hybrid in-office and work from home flexible work arrangement.
*Please ensure the application is filled out thoroughly to be considered for this position
An Equal Opportunity Employer "Minority/Female/Disabled/Veteran/Gender Identity/Sexual Orientation"
