Administrative Assistant - Operations Facility

Location: Sand Springs Public Schools - Operations Facility
Position Type: Full-Time/260 days/8 hours per day

Status: Non-Exempt

Mandatory Requirements: OSBI Background Check and a valid Driver's License are required.

Hourly Pay: $12.23 - $17.22

Other: Benefits and paid vacation

About Us

Sand Springs Public Schools is committed to fostering a safe, efficient, and welcoming environment for all students, staff, and community members. We are currently seeking a reliable, detail-oriented, and proactive individual to support our Operations Director in the daily management of school operations.

Position Summary

The Operations Assistant plays a critical role in supporting the smooth and efficient functioning of school facilities and operational processes.  The ideal candidate will have a basic understanding of school maintenance and possess strong organizational and communication skills.

Key Responsibilities

• Performs diverse office-related managerial responsibilities within areas and limits of authority as delegated by the Operations Director; coordinates and organizes daily office operations, activities, and coordinates communications and information flow for the Director.
• Handles routine issues and emergencies concerning employees, makes decisions independently or collaboratively, and recommends action as appropriate.
• Compiles information and prepares and maintains various records and reports related to assigned activities.
• Inputs various information into an assigned system; assures input and output data accuracy.
• Maintains confidentiality of various aspects of district operations, including sensitive and personal information.
• Performs secretarial work, including typing and word processing, proofreading, filing, recording information, and processing and distributing correspondence.
• Provides training and work direction to assigned office personnel, organizes and expedites the workflow of the operations site, and offers guidance and advice to other school personnel as needed.
• Updates absence and timesheet information for assigned personnel.
• Serves as a significant program information resource person and liaison between schools, departments, the District office, and other locations; disseminates accurate and timely information and direction to staff and visitors.
• Communicates with personnel and various outside agencies to exchange information, request and provide materials, coordinate activities, and resolve issues or concerns.
• Screens correspondence and telephone calls for the director and staff.
• Establishes, maintains, and assures proper use of confidential files, including personnel and payroll records.
• Performs assigned financial duties and maintains assigned financial records, budgets, and site accounts.
• Prepares and submits purchase orders as assigned; prepares reimbursement requests and deposits according to established procedures.

• Composes correspondence independently or with general instruction on a wide range of subjects requiring knowledge of procedures and policies of the school, District, or assigned area; types and composes various materials from verbal or written instruction.

• Attends and participates in assigned meetings and training; prepares minutes from notes as required.

• Updates and maintains multiple calendars as assigned; organizes appointments and meetings.

• Tracks and orders assigned school supplies according to established procedures and ensures appropriate supplies are maintained.

• Operates a variety of office equipment, including a copier, fax machine, two-way radio, computer, and assigned software.

• Other duties as assigned.

 Qualifications

• High school diploma or equivalent (Associate degree preferred)
• Basic knowledge of school maintenance procedures and operations. 
• Strong organizational and clerical skills
  
• Ability to safely lift and carry up to 50 lbs
  
• Valid driver’s license and reliable transportation
  
• Experience with financial recordkeeping and purchase order systems preferred
  
• Proficient in basic data entry
  
• Strong interpersonal skills and a team-oriented mindset

KNOWLEDGE/SKILLS/ABILITIES 

Computer literate. Ability to follow all district policies and procedures. Ability to work independently, displaying initiative and enthusiasm for the tasks being done. Demonstrate strong communication skills, orally and in writing, with faculty, staff, team members, and administrators. Ability to work without supervision and work as a team player. Ability to document records accurately.  Ability to listen effectively.

LANGUAGE SKILLS

Ability to speak clearly. Ability to read and interpret general written instructions in the English language. Ability to effectively communicate with supervisor, school personnel, and co-workers.

MATHEMATICAL SKILLS

Ability to perform basic math functions such as addition and subtraction.

REASONING ABILITY

Ability to apply common sense understanding to carry out written and oral instructions. Ability to define problems, collect data, establish facts, and draw valid conclusions.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to talk or hear.

The employee is regularly required to stand, sit, and walk. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, color vision, and the ability to adjust focus.

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. Typical office environment. The noise level in the work environment is usually moderate.

Sand Springs Public Schools provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

Salary : $12 - $17