Capital Projects and Operations Specialist

To be considered please visit https://www.isd411.org/employment to complete our application process and to be considered for this position. POSITION SUMMARY: The Capital Projects and Operations Specialist provides administrative and operational support for the District’s capital projects program, including project tracking, documentation management, and compliance support. This position also is responsible for key risk management functions, including insurance claims coordination, incident documentation, claims tracking and reporting, and collaboration with internal departments and external partners. In addition, the position provides administrative and executive support to the Director of Capital Projects, Executive Director of Operations, and Chief of Finance & Operations, as assigned. ESSENTIAL FUNCTIONS: Capital Projects Operations Support

• Oversee day-to-day administrative operations of the Capital Projects Department, ensuring efficient office systems and workflows.
• Serve as a shared operational resource between Capital Projects, Operations, and Facilities by supporting cross-department coordination, documentation, communication, and workflow needs.
• Provide project operations support, including project tracking, document control, reporting, meeting coordination, and records management for active and completed projects.
• Support purchasing and financial processing, including purchase orders, contract routing, invoice processing, pay application support, P-card allocations, filing, and document organization.
• Support consultant and contractor compliance documentation tracking as assigned, including insurance documentation, bonds, prevailing wage documentation, and project close-out forms.
• Maintain Capital Projects program records, including retrieval and archiving of project documentation, warranties, close-out materials, and consultant/contractor documentation.
• Assist with warranty and post-project issue tracking and coordination (projects and furniture/FF&E).
• Support coordination of district moves and transitions associated with capital projects and facilities changes.
• Update and maintain Administration Building layouts as moves and changes occur.
• Maintain the Capital Projects website and enhance as needed.
• Coordinate the annual preparation of the Capital Facilities Plan, including integrating updated data, facilitating cross-functional collaboration, and managing multi-stage review processes to ensure accuracy, consistency, and timely completion.
• Provide general administrative support, including meeting coordination, logistics, and hospitality functions.

Risk Management and Insurance Claims Support

• Support District risk management, incident coordination and insurance functions in accordance with applicable laws, regulations, and District policies and procedures, including incident documentation, claims coordination, claim tracking, reporting, and records management.
• Coordinate with District departments and external partners (e.g., WSRMP, adjusters, legal counsel, contractors) to support timely submission, documentation, and resolution of claims.
• Maintain and update risk management documentation and reporting tools, including the WSRMP Site Survey and related records.
• Maintain confidential files and documentation related to risk management, claims activity, contract matters, and other sensitive operational issues.

Compliance, Documentation, and Public Records

• Support consultant and contractor compliance documentation tracking as assigned, including insurance documentation, bonds, prevailing wage documentation, and project close-out forms.
• Serve as the department liaison for Requests for Public Records related to capital projects, including coordination, tracking, and retrieval of responsive records.
• Maintain working knowledge of public works documentation requirements and District procedures sufficient to support department workflows, including bidding/quotes documentation and vendor coordination.

Executive Administrative Support

• Provide administrative and executive support to the Director of Capital Projects, Executive Director of Operations, and Chief of Finance & Operations, including information coordination, preparation of reports/materials, and support for time-sensitive operational needs.
• Support development of capital planning and communication materials, including assistance with the Capital Facilities Plan and coordination with jurisdictions and distribution lists as assigned.
• Participate in special projects as assigned and perform related duties consistent with the scope and intent of the position.
• Follow District policies, procedures, and confidentiality requirements while maintaining professionalism and discretion in all communications and records.

QUALIFICATIONS: EDUCATION: High school diploma or equivalent.
EXPERIENCE: Experience in capital projects support, facilities/operations administration, risk management, insurance claims coordination, or other related operational support roles. Experience should include supporting project tracking and documentation processes, coordinating across departments and external partners, and maintaining accurate records and reports. Demonstrated ability to organize work efficiently, improve operational workflows, and successfully manage competing priorities in a fast-paced environment. Further, the individual will possess the:

• Demonstrated ability to work independently, respond to emergent issues, provide solutions and implement ideas with a minimum of supervision.
• Ability to communicate effectively, both orally and in writing, maintain confidentiality and establish and maintain effective working relationships with staff, School Board, consultants and community representatives.
• Proficiency in use of computer software programs including Excel, Word, Power Point and Teams.
• Ability to learn and use district enterprise systems for finance, facilities, and operational reporting
• Ability to maintain flexible working schedule to respond to immediate unplanned and unforeseen issues.
• Knowledge of regulatory laws, ordinances, codes and standards applicable to school construction projects.
• Ability to work under stressful conditions.
• Ability to understand School District policies and procedures and recognize how this work impacts school operations and learning environments.

REQUIRED TESTING: Proficiency Assessment
CERTIFICATES AND LICENSES: Food Handlers Permit. Must maintain as current any certification or license listed herein and held at hire date.
CONTINUING EDUCATION/TRAINING: That which is authorized by your supervisor and required to be effective in the position and to maintain certification.
CLEARANCES: Criminal Justice fingerprint/Background Clearance
FLSA STATUS: Exempt
BARGAINING UNIT: Unrepresented DISCLAIMER, ADA AND NONDISCRIMATION STATEMENT The preceding list is not exhaustive and may be supplemented as necessary. The statements contained herein reflect general details as necessary to describe the principal functions of his job, the scope of responsibility and the level of knowledge and skills typically required but should not be considered an all-inclusive listing of work requirements, skills or duties so classified. All personnel may be required to perform duties outside their normal responsibilities from time to time as needed.
Job descriptions are written as a representative list of the ADA essential duties performed by the entire classification. They cannot include and or not intended to include, every possible activity and task performed by every specific employer.
All employment open positions are made available on a nondiscriminatory basis without regard to sex, race, creed, religion, color, national origin, age, honorably discharged veteran or military status, sexual orientation, gender expression, gender identity, the presence of any sensory, mental, or physical disability, or the use of a trained dog guide or service animal by a person with a disability. The following employee(s) have been designated to handle questions and/or complaints of alleged discrimination involving staff: Amanda Dorey, Director of Human Resources, (425)837-7060.

Salary : $104,967 - $108,213