The Piper Facilities Department is seeking a Facilities Support Specialist. Interested applicants should complete the online application and include a letter of interest, resume, and three current references (including a current supervisor). Applicants are encouraged to apply as soon as possible. Position will remain open until filled.

Compensation: $55,000 - $65,000 per year, commensurate with education and experience. Fully paid employee-only health insurance. KPERS-covered position. $40/month 403(b) match.

Reports to: Director of Facilities

Terms of Employment: 12-month Contract

Job Summary:

The Facilities Support Specialist provides administrative and operational support to the Director of Facilities for the effective management of the district’s buildings, grounds, and equipment.

Essential Job Functions:

• Serve as the primary point of contact for facility rental inquiries, processing applications, coordinating schedules, and ensuring compliance with district policies.
• Oversee the district’s event scheduling system and ensure the appropriate setup and support is available for any scheduled events.
• Manage and maintain the district fleet vehicle reservation system, including scheduling, tracking usage, and ensuring required documentation is complete.
• Provide administrative support to the Director of Facilities, including calendar management, correspondence, and preparation of reports or presentations.
• Maintain accurate records related to facility usage, fleet operations, preventative maintenance, and other departmental activities.
• Coordinate with school sites, custodial staff, and outside organizations to ensure facilities are prepared for scheduled events.
• Prepare, process, and track purchase orders, invoices, and contracts in coordination with the Business Office.
• Assist with tracking work orders, maintenance requests, and project timelines in the district’s work order system, following up to ensure timely completion.
• Maintain organized and up-to-date departmental files, including facility use agreements, fleet logs, inspection reports, vendor records, and project documentation.
• Support departmental communication by drafting notices, memos, and updates for staff and stakeholders.
• Support budgeting processes by compiling data and preparing expenditure reports as requested by the Director of Facilities.
• Serve as a point of contact for vendors and service providers.
• Assist with special projects, audits, and compliance reporting as directed.
• Maintain and submit state- or district-required facility usage reports to ensure compliance.
• Monitor asset inventory and log new items into the asset tracking system.
• Perform other duties as assigned to support the smooth operation of the Facilities Department.

Qualifications:

• High school diploma required. Associates degree or higher preferred.
• 4+ years experience of administrative or scheduling experience, preferably in a school or public sector environment.
• Strong proficiency with office software (e.g., Microsoft Office Suite, Google Workspace) and scheduling systems.
• Superior organizational, time management, and problem-solving skills.
• Excellent communication and interpersonal skills, with the ability to interact effectively with diverse stakeholders.
• Detail-oriented with strong organizational and time management skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Knowledge of facility operations, rental processes, or fleet management strongly preferred.

Physical Requirements:

• Ability to work in a standard office environment with frequent sitting, standing, and walking.
• Occasional lifting, carrying, or moving of objects up to 25 pounds.
• Ability to bend, stoop, reach, and climb stairs as needed when visiting school sites or facilities.
• Visual acuity to read documents, use a computer, and maintain accurate records.
• Ability to communicate effectively in person, by phone, and via electronic communications.
• Occasional travel between district sites using a district or personal vehicle.