About this role
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 ESSENTIAL REQUIREMENTS
• 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 should be completed and provides leadership to others that is essential for meeting established
• Complete simple to complex assignments with a minimum of instruction or
• Regularly identify and resolve problems with no instruction or supervision. Communicate problem resolutions to necessary parties and establish procedures and routines to prevent problem in the
• Communicate sensitive information to staff, and community members as required by Board or Departmental policy and
• Maintain the confidentiality of administration, staff, students, and organizations of the
• Use math skills to learn and adhere to the position's accounting needs including, but not limited to, purchasing procedures, budget allocations, and
• Use computer skills to learn and effectively utilize district computer programs and
• Use computer and technology skills to improve department procedures and enhance efficient
• Use modern professional secretarial skills to produce work in a timely fashion, properly formatted and Assignments may include, but not limited to, correspondence, technical and professional reports, newsletters, booklets, manuals, guides, schedules and forms.
• Use correct spelling, punctuation, capitalization, word usage, and sentence construction of the English language as necessary to detect and correct errors in prepared material and to compose basic
• Operate computers, other electronic office devices, and the accompanying programs (word processing, data base, and spreadsheets, district assigned programs.)
• Work collaboratively with a diverse staff and
• Provide informative, accurate and courteous responses to requests for Effectively manage consistent contact with administrative and Cabinet level staff concerning work related matters.
• Maintain a calm professional environment during times when interruptions, disruptions, and a stressful environment interfere with the flow of
• Remain flexible in accepting assignments with deadlines and demonstrate ability to re-prioritize work to fit the needs of the
• Comprehend oral and written instructions and complete work within established guidelines and timelines without detailed instructions or constant
• Seek out feedback leading to improvement of skills and
• Takes responsibility for providing leadership to ensure that the department is working collaborative as a team as well as working effectively with the District as a
• Answer phones and take detailed
• Work closely with administration to develop budget priorities and track expenditures as compared to the department budget.
• Deliver messages, packages, and supplies as
• Troubleshoot and maintain machines that include, but are not limited to, copy, laminator and
ESSENTIAL EDUCATION, SKILLS AND CAPABILITIES
• Graduation from high school or completion of GED certificate
• College level course work or completion from secretarial/business school preferred
• One year of work in a school setting preferred
• A current history of acquiring, skill building, computer programs, team building, workshops or seminars preferred
• Read, analyze and interpret technical journals, financial reports, and legal documents
• Respond to inquiries or complaints from vendors, staff and community members
• Communicate appropriately with students, staff, and community members as a representative of the District
• Understand and work with mathematical concepts such as probability and statistical inference. Apply concepts such as fractions, percentages, ratios and proportions to practical situations
• Solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists
• Interpret a variety of instructions furnished in written, oral, diagram or schedule form
PHYSICAL AND ENVIRONMENTAL REQUIREMENTS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• The employee is regularly required to talk and
• The employee occasionally is required to stand, walk, sit; use hands to finger, handle, or feel, reach with hands and arms, and stoop, kneel, crouch, or crawl, climb up and down step stool, bend under desks, and twist from the
• The employee is occasionally required to climb or
• The employee must frequently lift and/or move up to ten pounds and occasionally lift and/or move up to 30
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust
• This position entails sitting at a computer terminal 6-8 hours a day, answering phone and using the computer at the same
• The employee will frequently work in a very busy and potentially noisy environment with constant interruption of
• Employee will experience a great deal of interaction with staff, students, and the community in fulfilling the basic responsibilities associated with this position.
EVALUATION Performance of this job will be evaluated in accordance with the provisions in the Collective Bargaining Agreement between Tigard-Tualatin School District 23J and Oregon School Employees Association Chapter 51. TERMS OF EMPLOYMENT This is a 12 month assignment on the L range of the Classified Job Schedule. The assignment of the step will be in compliance with the current Collective Bargaining Agreement and range of pay is located in the current Classified Salary Schedule. A new employee shall be allowed up to four (4) years of experience on the salary schedule, based on actual years of experience on a job of like responsibilities and skills. $30.79 per hour. This job description is not intended to be and should not be construed as an all inclusive list of all the responsibilities, skills, or working conditions associated with the position. While it is intended to accurately reflect the position's activities and requirements, the administration reserves the right to modify, add or remove duties and assign duties as necessary that still reflect the essential functions of the department.