Operations Clerk

The School Operations Clerk provides administrative and operational support to the Executive Director of Operations and the Facilities Director to ensure the efficient daily operation of the network’s school facilities, transportation, safety, maintenance, custodial, and operational functions. This position serves as the primary administrative contact for the Operations Department by coordinating communications, maintaining records, processing work orders and purchase requests, and supporting compliance with CHP schools network policies and state regulations.

The ideal candidate is highly organized, detail-oriented, able to manage multiple priorities, and committed to providing exceptional customer service to CHP School staff, students, families, and community members.

I. Essential Duties and Responsibilities

The following is an explanation of the duties of the School Operations Clerk.  It includes the major highlights of the requirements of the position.  There should be a clear understanding that the duties outlined below are not all encompassing.  Additional responsibilities may be assigned to the School Operations Clerk as required. 

Administrative Support

• Provide administrative support to the Executive Director of Operations and Facilities Director. 
• Answer phones, respond to emails, and assist visitors in a professional and courteous manner. 
• Schedule meetings, prepare agendas, take meeting minutes, and distribute meeting materials. 
• Maintain department calendars and coordinate appointments. 
• Prepare correspondence, reports, presentations, and other operational documents. 
• Organize and maintain confidential departmental files and records. 

Operations & Facilities Support

• Receive, track, and process maintenance and custodial work orders. 
• Coordinate service requests with maintenance, custodial, and contracted vendors. 
• Maintain records for preventive maintenance schedules and facility inspections. 
• Assist in coordinating facility usage requests and building rental documentation. 
• Track operational projects and provide status updates to department leadership. 
• Maintain inventory records for departmental supplies, equipment, and materials. 

Purchasing & Financial Support

• Prepare purchase requisitions and monitor purchase orders. 
• Process invoices and maintain departmental financial records. 
• Reconcile expenditures and assist with budget tracking. 
• Maintain vendor information and assist with obtaining quotes for goods and services. 

Compliance & Recordkeeping

• Maintain records related to safety inspections, maintenance logs, permits, and compliance documentation. 
• Assist with record retention in accordance with the network’s policies. 
• Prepare documentation for audits and regulatory reporting. 
• Ensure confidentiality of personnel, student, and operational records. 

Communication & Customer Service

• Serve as a liaison between Operations, school administrators, staff, contractors, and vendors. 
• Respond to inquiries regarding facilities, maintenance requests, transportation, and operational services. 
• Communicate operational updates to school personnel as directed. 
• Assist with emergency communications when necessary. 

Additional Responsibilities

• Support CHP schools emergency preparedness planning and operational response activities. 
• Assist with departmental projects and special events. 
• Compile data and prepare reports using spreadsheets and database software. 
• Perform other duties as assigned by the Executive Director of Operations or Facilities Director.

II.  PROFESSIONALISM

Interpersonal/Teamwork

1. Maintains positive and professional relationships with colleagues, children and parents.
2. Contributes as a team member and actively collaborates with others to meet the mission and  goals of CHP Schools.

Work Habits

1. Knowledgeable and supportive of CHP Schools’ policies and procedures, including those in the Policy and Procedure Manual, and implements them consistently.
2. Knowledgeable of laws, regulations, and standards pertinent to his or her work and demonstrates compliance.
3. Demonstrates integrity by striving for safe and effective service delivery, as well as accurate, timely and complete documentation.
4. Contributes to maintaining a 'Culture of Safety' for students, parents, colleagues and visitors.
5. Reports to work, as well as all meetings and appointments, in a timely manner.
6. Dresses appropriately and professionally based on scheduled activities of the given day. Strives to serve as a role model to clients.

Professional Development

1. Participates in individual supervision as scheduled by the supervisor.
2. Accepts and follows suggestions, directives, and requests to perform additional duties willingly and flexibly.
3. Consults his or her supervisor or others, as appropriate, for collaborative problem solving.
4. Exercises sound judgment, knowledge, and creativity in decision making.
5. Takes on personal development and building a learning environment.
6. Completes and demonstrates competency in all mandatory trainings as identified by the organization including knowledge of child and adolescent growth and development.
7. Participates in additional training as identified in supervision or by external licensing, contractual, and accreditation organizations.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

A.     Education, Training and Experience

1. High school diploma or GED required.
2. Associate degree in Business Administration, Office Administration, or a related field preferred.
3. Bilingual English and Spanish required.
4. Minimum of three (3) years of administrative or clerical experience.
5. Experience in a school, municipal government, or facilities management environment preferred.

B.    Skills/Abilities

1. Excellent organizational and time management skills.
2. Strong written and verbal communication skills.
3. Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
4. Ability to learn CHP Schools software systems (e.g., work order management, purchasing, and student information systems).
5. Ability to prioritize multiple assignments and meet deadlines.
6. Strong customer service and interpersonal skills.
7. Ability to maintain confidentiality.
8. Ability to work independently while functioning effectively as part of a team.
9. Knowledge of office procedures and records management.
10. Strong attention to detail and accuracy.

C.     Certificates, Licenses, and Registrations

1. N/A

D.      Ongoing Training and Credentialing

1. Meets all ongoing requirements as identified by the agency and the Human Resources Office.

IV.        WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work is performed primarily in an office setting with occasional visits to school buildings and facilities. The position may require flexibility during emergencies, school events, or operational needs.

A. The School Operations Clerk will work indoors, outdoors, on campus and off campus
with frequent stressful situations.

B. There is a 37.5 hour plus work week that includes occasional weekend and evening
work.