Operations Assistant – Operations Department

Operations Assistant – Operations Department

The Operations Assistant supports the Department of Operations' daily functions by coordinating activities related to facilities, maintenance, transportation, safety, and capital projects. The position is responsible for maintaining department records, coordinating schedules, processing purchasing and vendor documentation, monitoring work requests, preparing reports and correspondence, and serving as a point of contact for district staff, contractors, vendors, and community members.

The Operations Assistant ensures the efficient flow of information, tracks departmental priorities, maintains operational records, and assists with coordinating projects and services that support district operations.

Key responsibilities and essential duties include:

• Coordinating the daily functions of the Operations Department, including calendars, meetings, correspondence, reports, and departmental records.
• Serving as a point of contact for district staff, vendors, contractors, and community members by responding to inquiries and directing requests appropriately.
• Coordinating and monitoring maintenance work orders, facility use requests, preventative maintenance schedules, contractor documentation, and operational project records.
• Processing purchase requisitions, invoices, vendor payments, contracts, and bid documentation while maintaining budget and expenditure tracking.
• Coordinating district transportation functions, including van reservations, Trans Pass requests, transportation records, and communication with transportation providers.
• Preparing agendas, meeting materials, minutes, Board agenda items, and operational reports for district leadership.
• Maintaining operational databases, inventories, calendars, project timelines, confidential records, and compliance documentation.
• Updating department webpages and operational documents, supporting emergency preparedness activities, and assisting with capital improvement and district safety initiatives.
• Performing other related duties as assigned by the Director of Operations.

Knowledge, skills, and abilities required include:

• Knowledge of and commitment to fostering an inclusive, equitable, and respectful environment for staff, students, families, and community members.
• Ability to support the goals and initiatives outlined in the District's Focus Forward and Beyond strategic plan.
• Knowledge of school district operations, including facilities, maintenance, transportation, and operational support services.
• Working knowledge of purchasing procedures, invoice processing, budget tracking, and recordkeeping.
• Ability to maintain accurate records, organize information, and manage multiple assignments while meeting deadlines.
• Strong organizational, time management, and problem-solving skills with excellent attention to detail.
• Ability to establish and maintain effective working relationships with district staff, administrators, vendors, contractors, and community partners.
• Strong verbal and written communication skills with the ability to prepare correspondence, reports, and operational documents.
• Ability to maintain confidentiality and exercise sound judgment when handling sensitive information.
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint), Google Workspace, and the ability to learn district software applications.

Preferred qualifications include:

• Bachelor's degree in a related field preferred; equivalent combination of education and relevant experience will be considered.
• Minimum of three (3) years of experience in an office, operations, facilities, or administrative support role.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint) and Google Workspace.
• Demonstrated ability to manage multiple priorities while maintaining accuracy and attention to detail.

Working conditions and physical requirements include:

• Work scheduled hours consistently.
• An indoor office environment is subject to frequent interruptions.
• Pushing, moving, and lifting objects with a light-work strength factor.
• Dexterity of hands and fingers to operate a variety of standard office equipment.
• Clarity of vision at varying distances.
• Verbal, auditory, and written communication skills.
• Sitting and standing for extended periods.
• Frequent sitting, standing, and walking.
• Reaching overhead, above the shoulders, and horizontally to retrieve and store files and supplies.
• Lifting objects with a strength factor of light work.
• Occasional bending, reaching, and stretching.
• Occasional kneeling, crouching, and squatting.
• Occasional pulling and pushing.

Level of compensation is commensurate with experience.

Disclaimer:
The preceding list is not exhaustive and may be supplemented as necessary. The statements contained herein reflect general details necessary to describe the principal functions of this job, the scope of responsibility, and the level of knowledge and skills typically required, but should not be considered an exhaustive list of work requirements, skills, or duties so…