Admin Specialist - Operations

Admin Specialist 4 - Operations

TIGARD-TUALATIN SD 23J HIBBARD ADMINISTRATION - Tigard, Oregon Open in Google Maps

Starting Date: Immediately

JOB TITLE
:
Administrative Specialist 4

FTE
: 1.0

Department: Operations Department

Immediate Supervisor: Facilities Manager

Purpose: These supplemental duties list identifies the specific tasks and responsibilities performed by this

Administrative Specialist 4 position within the Operations and Facilities Department. It is attached to, and should be

read together with, the standard Administrative Specialist 4 job description, which sets out the position's general duties summary, essential requirements, essential education/skills, and physical/environmental requirements. In the event of any conflict, the essential requirements of the base job description govern.

GENERAL DUTIES

SUMMARY:

Specialists in the Administration Office provide independent, competent secretarial and clerical support services to department administrator, school administrators, teachers, students, parents and other related staff and community members within established district and departmental guidelines.

Duties

20%

10%

15%

35%

100%

Procurement

X

Contract Management

X

Purchasing

X

Vendor Relations

X

Operations Support

X

Customer Service

X

Note: These supplemental duties list reflects the position-specific responsibilities currently in effect and is intended to supplement, not replace, the essential requirements and general duties summary in the base Administrative Specialist 4 job description. Duties are subject to periodic review and revision by department administration

Procurement

Research and determine method of procurement such as direct purchase, bid/proposal, or

cooperative agreement

Understand and apply ORS 279A, 279B, and 279C to procurement decisions

Prepare purchase orders or bid requests and review requisitions for goods and services

Calculate amounts such as discounts, interest, commissions, proportions, and percentages

Prepare contracts using District templates for small and intermediate procurements

Contract Management

Assure adherence and compliance with Oregon Public Contracting Rules, District Public

Contracting Rules, and BOLI Law

Evaluate and monitor contract performance to determine need for changes and to ensure

compliance with contractual obligations

Manage After-School Activities Contracts, background checks/COI requirements, and deposit

payments.

Purchasing

Receive, review, and act upon purchase requests received from schools and departments

Seek, evaluate, and implement cost reduction opportunities

Monitor and track goods in transit to ensure timely delivery

Maintain electronic records such as items or services purchased, costs, delivery, and product

quality or performance

Expedite orders to ensure timely delivery of goods to users

Vendor Relations

Confer with vendors to obtain product or service information such as price, availability, and

delivery schedule

Identify vendors whose products meet the standards and specifications set by the organization

Collaborate with vendors to ensure that supply, quality, and cost expectations are met

Resolve vendor service and quality issue problems

Build and maintain positive, long-term supplier relations

Demonstrate excellent negotiation skills

Operations Support

Service related and quoted materials accounts payable, tracking, and processing

Schedule bi-annual/annual fire alarm inspections, kitchen hoods, fire panels, extinguishers,

sprinkler systems, and Simplex service

Coordinate drop door inspections and on-call service scheduling

Coordinate scoreboards, backstops, and bleachers inspection and service scheduling

Coordinate elevator inspection and on-call service scheduling

Coordinate other on-call repair/service scheduling: fire systems, pest control, glass repair, GMax,

and other service-related maintenance

Process Enterprise billing

Manage the Operations vehicle fleet

Process Facility Use payments, deposits, and reimbursements

Coordinate auctioning/selling of District property

Customer Service

Treat customers, stakeholders, partners, vendors, and co-workers with dignity and respect

Maintain a work environment that respects, understands, and honors the lived experiences of

our students, staff, colleagues, and the communities we serve

• Requires specific and detailed knowledge of the technical elements and procedures associated with the specific department at the position Must consistently apply high level of technical knowledge in the completion of routine daily tasks.
• Respond appropriately in emergency and crisis
• Constantly required to make independent decisions within established guidelines and reporting
• Responsibility for detailed record-keeping for a department or program. Responsible for establishing and revising the system by which records are maintained.
• Establishes deadlines, in coordination with other employees, for when work…