Operations Department Specialist

Job Title: Department Specialist - OperationsSalary Range: $21.21- $25.79Reports to: Director of OperationsPlease 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 SummaryTo 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 FunctionsAdministrative 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/knowledgeConducts and organizes training as requested.Essential Job Requirements - QualificationsAssociate'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.Physical DemandsThe physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to walk, sit, and use hands for fine manipulation, handle or feel, and reach with hands and arms. The employee is occasionally required to stand and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, and peripheral vision.Work EnvironmentThe work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. While performing the duties of this job, the employee is occasionally exposed to outside weather conditions. The employee may be exposed to bloodborne pathogens. The noise level in the work environment varies but is usually moderate.Terms of Employment: Performance of this position will be evaluated annually in accordance with Board policy on evaluation of classified staff.Note: The description contained herein reflects general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required, and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including work in other functional areas to cover absences or relief, to equalize peak work periods, or otherwise to balance the workload. Employees who hold this position may be asked to perform duties of other positions on the same classification level.MSD believes that every individual makes a significant contribution to our success. The administration reserves the right to modify, add, or remove duties as necessary that still reflect the essential functions of the department. It is our expectation that every employee will offer his/her services wherever and whenever necessary to ensure the success of MSD's goals.McMinnville School District recognizes the diversity and worth of all individuals and groups. It is the policy of this district and the board of education that there will be no discrimination or harassment of individuals or groups in any education programs, activities, or employment. McMinnville provides equal access to individuals with disabilities.McMinnville School District provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, sexual orientation, marital status, national origin, age, disability, or genetics. For more information, see District Policy GBA-Equal Employment Opportunity.Reasonable accommodations for the application and interview process will be provided upon request and as required in accordance with the Americans with Disabilities Act of 1990 and the Americans with Disabilities Act Amendments Act of 2008 (ADA). Individuals with disabilities may contact the director of human resources for additional information or assistance. Speech/Hearing impaired persons may contact the district for assistance through the Oregon Telecommunication Relay Service at 1-800-735-2900 or 711.