Operations Support Specialist

The Operations Support Specialist is a professional team orientated administrator with excellent communication skills and demonstrated leadership ability to oversee the day-to-day operations of the District Operations Department.

Under the direction of the Assistant Superintendent of District Services the Operations Support Specialist assists in managing the facility operations technology department operations staff and projects. The Operations Support Specialist reports to the Assistant Superintendent of District Services.

The professional works cooperatively with all staff specifically in regard to completing time sensitive projects and handling emergency situations. The Operations Support Specialist uses diplomacy and tact to establish and maintain relationships with staff vendors and town governments and clearly and succinctly communicates ideas and thoughts both verbally and in writing.

Departmental Responsibilities:

• Act as liaison between District Operations and Central Office to ensure smooth operations of day-to-day operation of the department.
• Ensure compliance with applicable federal state and local fire/town departments and inspectional service codes and regulations.
• Integral to the infrastructure of the technology department to maintain building security systems.
• Plan organize coordinate and supervise daily maintenance activities for district buildings.
• Manage and oversee district operations staff in accordance with employment policies and procedures.
• Respond promptly sensitively and constructively to inquiries requests or complaints. Ensure that the District Operations staff provides proper service in all dealings with internal/external customers.
• Assist with managing the computerized ticketing systems to support daily operations customer service and reoccurring issues.
• Confirm proper completion of facilities and technology work orders and contracts.
• Create and implement procedures for receiving storing and distributing custodial maintenance and technology supplies equipment and materials.
• Direct work by vendors service providers and contractors related to facility and technology maintenance projects and repairs.
• Determine the most cost-effective methods of repair and service.
• Document accurate maintenance management system records.
• Assist with creation and oversight of district capital improvement plans.
• Support departments by maintaining overseeing recommending coordinating and expanding technological infrastructure including network infrastructure systems architecture hardware and software licensing to support all personnel.

Financial Responsibilities:

• Input payroll for all employees using the Munis system and timesheets.
• Execute budgets for contracted services.
• Work with the Business Department to ensure a smooth payment process for vendors.
• Create and manage the budgeting MUNIS system for District Operations.
• Understand and implement bids for the State of MA COMM BUY/Bid program.
• Prepare verify and submit payroll for contractors materials and purchase requisitions.
• Record financial transactions and balance department funding accounts.
• Oversee the development and deployment of technology and facility budgets.
• Assist with writing requests for proposals (RFPs) and manage the ensuing procurement process contract negotiations and implementation activities.

General Responsibilities:

• Perform confidential secretarial and clerical tasks which include creating forms and compiling and organizing data and information necessary for efficient operation of the District Operations Department.
• Maintain an efficient and well organized electronic and paper data collection and filing system.
• Process performance evaluations for all District Operations employees.
• Create and update all job descriptions for District Operations employees including SJ Services.
• Manage time to maximize productivity.
• Communicate problems/symptoms and solutions to accomplish/resolve issues.
• Update and maintain all attendance records for employees of District Operations and administrator/support staff through the AESOP program.

• Order and assist will all products for the Operations department
• Be an active member of the Building Use Team which creates manages and oversees the calendar of events for the public use of fields gymnasiums libraries and performing arts centers.

• Respond appropriately to inquiries regarding school/district policies procedures and/or requests for information.
• Welcome visitors/vendors and screen callers in accordance with predetermined policy.
• Create and distribute various materials both physical and/or electronic such as letters forms notices lists schedules calendars fliers and memos as necessary.
• Compose and transcribe correspondence bulletins memos reports recommendations and other materials.

• Maintain department calendars.
• Assist in all necessary ERate functions on behalf of the district.

• Perform any other job duty as needed in the Operations Support Specialist position.

Compensation & Benefits:

As per contract

Evaluation:

Evaluated by the Assistant Superintendent of District Operations

Physical Demands:

Work is often performed in a typical office environment requiring:

• Standing and/or walking at times time
• Reaching by extending hand(s) or arm(s) in any direction
• Dexterity sufficient to manipulate objects with fingers for example a computer keyboard
• Basic agility for lifting and maneuvering small amounts of weight (20 lb minimum)
• Communication skills using verbal and written word
• Vision sufficient to see objects within normal parameters peripherally and at a distance
• Physical effort at times required to balance stoop kneel crouch etc

The above job description in no way states or implies that these duties are the only duties performed by this employee.

The employee is expected to perform other related duties necessary for the effective operation of the Whitman Hanson Regional School District. The employees regular work schedule may be modified to accommodate after hours work which cannot be done during normal operating hours.

APPROVED BY SCHOOL COMMITTEE: JUNE 20 2011 Updated July 7 2025

Required Experience:

Unclear Seniority