Operations Department Specialist

Operations Department Specialist - Operations

Job

Salary Range: $21.21 – $25.79

Reports to:

Director of Operations

Location:

District Office

Job Summary:

To provide administrative and operational support services to the Operations Department. This includes coordinating student transportation logistics, managing departmental procurement, maintaining databases, and facilitating personnel absence management.

• Administrative Support:
  Provides administrative support for the Director of Operations, including preparing correspondence, scheduling meetings, and maintaining departmental files.
• Transportation Liaison:
  Serves as the primary District point of contact for parents, staff, and the community regarding transportation; processes requests and concerns, and acts as a liaison between the District and the student transportation contractor.
  • Works with the transportation contractor to ensure transportation services are kept on schedule.
  • Provides advanced-level dispatch solutions, tracking functions, and problem-solving to keep routes on schedule.
• Procurement & Purchasing:
  Performs department-wide coordination of procurement and contract services; researches vendors, obtains quotes, and ensures adherence to public contracting laws.
• Systems Management (Synergy & Software):
  Operates and maintains student data within Synergy for transportation eligibility and reporting; proficiently utilizes transportation-specific software for routing, fleet tracking, or operational coordination.
• Absence Management:
  Administers the Frontline absence management system for the department to coordinate coverage and track staff attendance.
• Financial Tracking:
  Manages vendor invoices and reconciles monthly expenditures for purchase orders and department credit cards; tracks department budget and expenditures.
• Communication:
  Answers phone calls and manages departmental communications; handles inquiries and complaints with diplomacy and a focus on customer service.
• Data & Spreadsheets:
  Creates and maintains complex spreadsheets and databases to ensure accurate record-keeping for various operational metrics and state reporting.
• Operational Coordination:
  Coordinates repair or replacement of equipment with external vendors and handles departmental shipping and receiving.
• Team Support:
  Assists other department personnel as required to support the completion of work activities and participates in professional development to maintain current skills.
• Prompt and regular attendance is required.
• Participates in various meetings and professional development activities for the purpose of sharing information and/or improving one's skills/knowledge.
• Conducts and organizes training as requested.

• Associate’s degree (AA) or equivalent from a two-year college or technical school; three years of experience in payroll or equivalent combination of education, experience, and/or training.
• Ability to communicate fluently verbally and in writing in English. Ability to respond to common inquiries or complaints from staff or members of the community.
• Computer proficiency: high level of skill in Google Suite (Docs, Sheets, Gmail) and Microsoft Office (Excel, Word); ability to readily learn specialized administrative software.
• Communication:
  Ability to communicate professionally and effectively, both orally and in writing, with a high degree of customer service.
• Problem solving:
  Ability to identify and solve problems, use independent judgment correctly, and manage multiple priorities without close supervision.
• Strong skills in independently planning, organizing, and carrying out work assignments, and planning and directing the work of assigned staff or students.
• Ethics & confidentiality:
  Ability to maintain a high level of ethical behavior and strictly maintain the confidentiality of student and personnel information.
• Ability to travel among district facilities as needed; if driving, the ability to meet district driving standards.
• Experience:
  
  Previous experience in operations, logistics, or school district administrative support is preferred.

The physical demands described here are representative of…