Office Operations Specialist

The Central Office Operations Specialist will support the efficient and continuous operation of the District’s Central Office by serving as a cross-trained member of the Central Office Administration team. The Central Office Operations Specialist learns and supports key functions within Accounts Payable, Accounts Receivable, Payroll, Human Resources, and Executive/Administrative Support and serves as a primary backup during employee absences, leaves, vacations, vacancies, and periods of increased workload.

The position is designed to provide operational flexibility, strengthen internal capacity, and ensure continuity of essential Central Office functions.

• Cross-train in major Central Office operational functions, including Accounts Payable, Accounts Receivable, Payroll, Human Resources, and Executive/Administrative Support.
• Maintain sufficient working knowledge of assigned Central Office functions to provide effective backup coverage during employee absences, vacations, leaves, vacancies, transitions, and periods of increased workload.
• Provide Accounts Payable and Accounts Receivable support, which may include processing invoices, purchase orders, payments, deposits, receivables, vendor records, account reconciliations, filing, and related financial documentation.
• Provide payroll support, which may include reviewing payroll documentation, processing employee payroll information, reviewing time and attendance records, maintaining payroll records, assisting with deductions and adjustments, and supporting payroll processing and reconciliation.
• Provide Human Resources support, which may include employee onboarding and offboarding, maintaining personnel records, processing employment documentation, assisting with benefits and leave administration, maintaining employee information systems, and responding to routine employee questions.
• Provide Executive and Administrative Support, which may include correspondence, scheduling, meeting preparation, document preparation, record maintenance, DOE reporting, communication, and other administrative functions supporting the Superintendent and Central Office leadership.
• Assist with data entry, reporting, reconciliation, recordkeeping, and document management across Central Office functions.
• Maintain accurate and organized electronic and paper records in accordance with District procedures and applicable record-retention requirements.
• Maintain strict confidentiality regarding employee, payroll, personnel, financial, student, and other sensitive District information.
• Develop and maintain written procedures, checklists, calendars, and other documentation necessary to facilitate effective cross-training and continuity of operations.
• Assist Central Office staff with projects, deadlines, audits, reporting requirements, year-end processes, and other periods of increased workload.
• Work collaboratively with Central Office staff to identify areas where additional cross-training or backup coverage is needed.
• Provide temporary coverage of essential duties when a Central Office employee is unavailable, prioritizing functions necessary to maintain uninterrupted District operations.
• Participate in training and professional development necessary to maintain and expand knowledge of assigned operational areas.
• Learn new systems, processes, and responsibilities as Central Office operations, staffing, technology, and District needs change over time.
• Provide general Central Office administrative support as needed.
• Perform other responsibilities as assigned by the Director of Finance and/or Superintendent.

To perform the job successfully, an individual must be able to perform the essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required:

• Current Criminal History Records Check (CHRC) approval by the Maine Department of Education.
• High School Diploma or equivalent required;
  Associate’s or Bachelor’s degree in business, accounting, human resources, public administration, or related field preferred.
• Experience in a business, finance, payroll, human…