CLC Administrative Support Specialist

Wood County Educational Service Center is hiring a detail-oriented and dependable Administrative Support Specialist to support our Community Learning Centers team. This position plays a vital role in staffing, ODE compliance, staff training and tracking, supply and inventory management, fiscal processes and budgeting, and program operations across multiple sites. We are looking for an organized, proactive professional with strong office skills and the ability to communicate and collaborate effectively with staff, schools, and community partners.

The Community Learning Centers provide before-school, after-school, intervention, and day camp programs for students in grades K–12 across Wood County.

• Status:
  Part-Time, 34 hours/week, 12-month position

• High School Diploma or equivalent
• Valid driver’s license
• Good health, high moral character, good attendance record
• Proficiency in office procedures, typing, and machine.
• Works closely with Program Quality Supervisor, Site Supervisors, and Customer Service and Account Specialist.

• Provide assistance to Community Learning Centers staff with ordering supplies and snacks, staffing, inventory, staff training and licensure, and site-based support.

• Oversee the full staffing process including job postings, scheduling and coordinating interviews, hiring and onboarding (new hire forms, background checks and contracts/changes), and maintaining accurate staff files
• Conduct resignations and exit interviews (collecting keys, items, and final pay coordination)
• Manage staffing and recruitment marketing efforts; coordinate advertising with school districts and community sponsors
• Ensure aide licenses and interns complete training compliance
• Create, manage, and track contracts (CLC and ESC, including 2x annual reviews and any contract changes)
• Support compliance efforts: ODE liaison, OPR dashboard, OCCRA, licenses, room capacities, safety and emergency plans (with designated staff), and site phone issues
• Maintain accurate and up-to-date staff and parent handbooks (in collaboration with designated staff)
• Oversee all supply purchasing with grants and budgets; approve and track ordering (general, DZ, PQT kits)
• Process purchase orders (POs), requisitions, invoice payments; monitor Daily OK2
  
  PAY entries; collect printed checks and file fiscal documents in shared drives
• Monitor mileage submissions, food ordering (Gordon’s, school district liaison), shirts (SPP), business cards, and other program purchases
• Order, organize, and distribute supplies to sites; maintain detailed inventory at ESC office, storage units, sites, and CLC technology
• Coordinate semester tech inventory checks, track repairs, tagging/disposal of equipment, and replacement requests
• Book hotels and conferences for staff as needed
• Upload and update shared drives with required documentation
• Track surveys, registrations, trainings, and follow-up tasks
• Support Ohio Department of Education, United Way, and internal data requests
• Demonstrate high dependability and self-motivation to manage responsibilities as a key team player
• Maintain a high level of organization and time management to follow schedules and meet deadlines
• Use quality interpersonal skills to work effectively with staff, parents, school personnel, children, and community partners
• Work regularly scheduled hours, with flexibility for deadlines, events, and program needs
• Perform other duties as assigned to support smooth program operations

• Demonstrates and promotes ethical principles, responsible citizenship, and shared values that strengthen our mission to inspire lifelong learning, leadership, and community success.
• Performs other duties related to secretarial responsibilities as assigned by the supervisor.

• Occasional exposure to typical office-related stressors (e.g., deadlines, interruptions, or multiple priorities).
• Occasional need to travel for meetings or trainings, including during inclement weather.
• Occasional interaction with upset or demanding individuals (e.g., parents, community members, or staff).