Operations Administrative Assistant

Location: Parachute

Position Type:
Secretarial/Clerical/Secretary

Date Posted:
3/3/2026

Location:
TRANSPORTATION AND MAINTENANCE

Date Available:
07/01/2026

Closing Date:
03/27/2026
Garfield County School District No. 16

JOB DESCRIPTION
Position Title: Operations Administrative Assistant
Position Type:
Classified
Reports To: Director of Operations and Innovation
Supervises: N/A
Location:
Transportation and Maintenance Building
FLSA Classification: Full-time, Non-Exempt
Work Calendar: 202 Day
Pay Range: $22.10 - $31.59/hour depending on experience

POSITION SUMMARY:

The Operations Administrative Assistant is responsible for providing comprehensive clerical, organizational, and operational support to the Transportation, Nutritional Services, and Facilities/Maintenance Departments. This position coordinates communication, manages records and reporting systems, supports budgeting and purchasing processes, and assists in ensuring compliance with the Colorado Department of Education requirements and district procedures. The Operations Administrative Assistant plays a key role in maintaining efficient department operations and delivering responsive customer service to department coordinators, district staff, families, and vendors.

POSITION RESPONSIBILITIES

Transportation Support

• Support the development and maintenance of school day transportation routes, athletics routes, and activity trip schedules.
• Maintain transportation routing software and ensure accurate transfer of data into the student information system.
• Process staff vehicle requests and maintain records of small vehicle eligibility for district staff.
• Schedule required inspections, maintenance, and compliance documentation for district vehicles.
• Prepare and submit required transportation reports to the Colorado Department of Education and other regulatory agencies.
• Coordinate communication between transportation staff, school staff, families, and administration.
• Maintain accurate records related to student transportation, vehicle usage, inspections, and compliance documentation.

Facilities/Maintenance Support

• Support the processing, tracking, and communication of custodial and maintenance work order requests.
• Maintain and monitor the work order management software platform to ensure timely response and completion.
• Coordinate services with contractors and vendors, including scheduling, documentation, and follow-up.
• Maintain inventory lists for facilities and maintenance departments, including documentation related to chemical storage and Safety Data Sheets (SDS/MSDS).
• Assist in maintaining compliance documentation related to safety inspections, maintenance schedules, and regulatory requirements.

Nutritional Services Support

• Provide clerical and organizational support to the Nutritional Services program in coordination with the Coordinator or designee.
• Support data entry and reconciliation within the district's point-of-sale and nutrition management software systems.
• Assist with preparation and submission of required state and federal reports related to school nutrition programs.
• Maintain organized records for audits, claims, meal counts, and compliance documentation.
• Support communication between Nutritional Services staff, school offices, families, and vendors.
• Assist with ordering, invoice processing, and tracking of expenditures related to Nutritional Services in coordination with the Business Office.

Budgeting, Recordkeeping & Administrative Support

• Assist with department budgets, including purchase requisitions, purchase orders, invoice reconciliation, and expenditure tracking in coordination with the Business Office.
• Maintain accurate financial and operational records to support reporting and audit requirements.
• Provide professional customer service and administrative support, including responding to inquiries, preparing correspondence and reports, maintaining confidential files, and coordinating meetings and schedules.

Professional Responsibilities & Compliance

• Demonstrate professionalism, integrity, and ethical conduct in all aspects of the role.
• Maintain strict confidentiality of student, staff, and district information.
• Comply with all applicable federal and Colorado laws, Board of Education policies, and district procedures.
• Demonstrate consistent, punctual attendance and fulfill assigned work schedule.
• Utilize district technology systems, including email, financial systems, routing software, data management platforms, and nutrition software, in accordance with district policy.
• Protect and care for district property and equipment.
• Perform other duties as assigned by the Director of Operations, Innovation, and Technology or designee.

REQUIRED KNOWLEDGE, SKILLS & ABILITIES

• Knowledge of office management practices and clerical procedures.
• Knowledge of Microsoft Office, Google Workspace, and general office technology systems.
• Basic knowledge of budgeting, accounting, and financial recordkeeping practices.
• Strong verbal and written communication skills along with customer service and public relations skills.
• Strong…