Operations Department Specialist

Job Title:
Department Specialist
- Operations

Salary Range: $21.21 - $25.79

Reports to: Director of Operations

Please note that this position is 260 days (12 months) with 10 paid holidays, paid sick leave and paid flexible personal leave (3 days per year). If hired after the start of the school year, days and leave are pro‑rated. The McMinnville School District provides generous personal and family benefits including medical, dental and vision coverage.

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.

Essential Job Functions

• 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 that 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 the 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.

Essential

Job Requirements
- Qualifications

• 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…