Executive Assistant to the Director of Facilities

Role Description

The Executive Assistant to the Director of Facilities serves as the central operational hub for District 230’s facilities and maintenance department, providing high-level administrative support to ensure the efficient management of district infrastructure. This multifaceted role balances complex financial duties—including budget monitoring, utility data analysis, and invoice processing—with critical compliance responsibilities such as managing contractor background checks, insurance certificates, and the formal bidding process. The ideal candidate is a highly organized, tech-savvy professional capable of maintaining a positive, collaborative demeanor in a fast-paced environment. Beyond traditional administrative tasks, this individual acts as a key liaison for district stakeholders and vendors, requiring exceptional communication skills and the ability to remain calm and effective during crisis situations to support the safety and functionality of the district’s learning environments.

Essential Duties and Responsibilities

1. Work closely with the Director of Facilities to accomplish a wide variety of tasks that support the efficient operation of the department/district.

2. Maintain and record district-wide energy usage data.

3. Prepare Energy and Utilities reports.

4. Maintain budget, monthly credit card transactions, process purchase orders, requisitions, and invoices, for district, department, office, as relevant.

5. Maintain all construction, contractual, and vendor contracts.

6. Maintain all contractor criminal background check database and certificate of insurance files.

7. Issue construction badges and obtain certificates of insurance.

8. Facilitate all aspects of the bid process as it relates to facilities and maintenance.

9. Maintain strict confidentiality regarding all matters pertaining to students and personnel.

10. Other duties as assigned by direct supervisor for occasional tasks that align to current job duties.

District 230

Consolidated High School District 230 serves the communities of Orland Park, Palos Hills, and Tinley Park in Illinois, with three high schools: Carl Sandburg High School, Amos Alonzo Stagg High School, and Victor J. Andrew High School. The district has a rich history, beginning in 1953, with each of its schools playing a significant role in the community. District 230 is dedicated to providing quality education and fostering academic and personal growth for students across the region. With state-of-the-art facilities, the district remains committed to upholding a positive and supportive educational environment.