Position Title: Operations Administrative Assistant
Position Type: Classified
Reports To: Director of Operations and Innovation
Supervises: N/A
Location: Transportation and Maintenance Building
FLSA Classification: Full-time, Non-Exempt
Work Calendar: 202 Day
Pay Range: $22.10 - $31.59/hour depending on experience
POSITION SUMMARY:
The Operations Administrative Assistant is responsible for providing comprehensive clerical, organizational, and operational support to the Transportation, Nutritional Services, and Facilities/Maintenance Departments. This position coordinates communication, manages records and reporting systems, supports budgeting and purchasing processes, and assists in ensuring compliance with the Colorado Department of Education requirements and district procedures. The Operations Administrative Assistant plays a key role in maintaining efficient department operations and delivering responsive customer service to department coordinators, district staff, families, and vendors.
POSITION RESPONSIBILITIES
Transportation Support
Support the development and maintenance of school day transportation routes, athletics routes, and activity trip schedules.
Maintain transportation routing software and ensure accurate transfer of data into the student information system.
Process staff vehicle requests and maintain records of small vehicle eligibility for district staff.
Schedule required inspections, maintenance, and compliance documentation for district vehicles.
Prepare and submit required transportation reports to the Colorado Department of Education and other regulatory agencies.
Coordinate communication between transportation staff, school staff, families, and administration.
Maintain accurate records related to student transportation, vehicle usage, inspections, and compliance documentation.
Facilities/Maintenance Support
Support the processing, tracking, and communication of custodial and maintenance work order requests.
Maintain and monitor the work order management software platform to ensure timely response and completion.
Coordinate services with contractors and vendors, including scheduling, documentation, and follow-up.
Maintain inventory lists for facilities and maintenance departments, including documentation related to chemical storage and Safety Data Sheets (SDS/MSDS).
Assist in maintaining compliance documentation related to safety inspections, maintenance schedules, and regulatory requirements.
Nutritional Services Support
Provide clerical and organizational support to the Nutritional Services program in coordination with the Coordinator or designee.
Support data entry and reconciliation within the district's point-of-sale and nutrition management software systems.
Assist with preparation and submission of required state and federal reports related to school nutrition programs.
Maintain organized records for audits, claims, meal counts, and compliance documentation.
Support communication between Nutritional Services staff, school offices, families, and vendors.
Assist with ordering, invoice processing, and tracking of expenditures related to Nutritional Services in coordination with the Business Office.
Budgeting, Record-keeping & Administrative Support
Assist with department budgets, including purchase requisitions, purchase orders, invoice reconciliation, and expenditure tracking in coordination with the Business Office.
Maintain accurate financial and operational records to support reporting and audit requirements.
Provide professional customer service and administrative support, including responding to inquiries, preparing correspondence and reports, maintaining confidential files, and coordinating meetings and schedules.
Professional Responsibilities & Compliance
Demonstrate professionalism, integrity, and ethical conduct in all aspects of the role.
Maintain strict confidentiality of student, staff, and district information.
Comply with all applicable federal and Colorado laws, Board of Education policies, and district procedures.
Demonstrate consistent, punctual attendance and fulfill assigned work schedule.
Utilize district technology systems, including email, financial systems, routing software, data management platforms, and nutrition software, in accordance with district policy.
Protect and care for district property and equipment.
Perform other duties as assigned by the Director of Operations, Innovation, and Technology or designee.
REQUIRED KNOWLEDGE, SKILLS & ABILITIES
Knowledge of office management practices and clerical procedures.
Knowledge of Microsoft Office, Google Workspace, and general office technology systems.
Basic knowledge of budgeting, accounting, and financial recordkeeping practices.
Strong verbal and written communication skills along with customer service and public relations skills.
Strong organizational skills with attention to detail and accuracy.
Ability to manage multiple priorities and meet deadlines with frequent interruptions.
Ability to maintain confidentiality in all aspects of the position.
Ability to analyze information and present data in a clear, user-friendly format.
Ability to work effectively with individuals from diverse backgrounds and roles.
Ability to problem-solve and exercise sound judgment.
Ability to recognize the importance of workplace safety, follow safety procedures, and report unsafe conditions.
Ability to lift and move up to 50 pounds as needed.
MINIMUM QUALIFICATIONS
High school diploma or equivalent.
Two (2) years of progressively responsible clerical or administrative support experience.
PREFERRED QUALIFICATIONS:
Associate's degree or higher in business, office administration, or related field.
Experience supporting transportation, facilities, operations, or nutrition services departments in a school district or public sector setting.
Experience working with routing software, student information systems, financial management systems, or school nutrition software.
Experience coordinating vendor services and maintaining compliance documentation.
REPORTS TO:
The Director of Operations and Innovation
SUPERVISES:
N/A
WORKING ENVIRONMENT:
Work is primarily performed in an office environment with frequent interactions with department coordinators, district staff, families and vendors.
Physical ability to perform essential job functions, including sitting, standing, walking, bending, reaching, and occasional lifting.
May require occasional travel between district sites to support operational needs.
The above statements are intended to describe the general nature and level of work being performed. They are not exhaustive and may change as needed. This job description does not constitute an employment agreement and is subject to change by the district.
EQUAL EMPLOYMENT OPPORTUNITY:
In compliance with Titles VI & VII of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, the Age Discrimination in Employment Act of 1967, the Americans with Disabilities Act, the Genetic Information Nondiscrimination Act of 2008, and Colorado law, Garfield County School District No.16 does not unlawfully discriminate against otherwise qualified students, employees, applicants for employment, or members of the public on the basis of disability, race, creed, color, sex, sexual orientation, gender identity, gender expression, marital status, national origin, religion, ancestry, family composition, or need for special education services. Discrimination against employees and applicants for employment based
