Operations Support Specialist Level 4

Operations Support Specialist - Level 4

Position Summary

The Operations Support Specialist provides administrative and operational support to ensure the efficient day-to-day operations of the organization. This position is responsible for coordinating schedules communicating with vendors maintaining operational records preparing reports and providing general administrative support to multiple departments. The ideal candidate is highly organized detail-oriented and able to effectively manage multiple priorities in a fast-paced ever-changing environment while maintaining professionalism and confidentiality.

Essential Functions

• Coordinate daily schedules meetings appointments and calendars as assigned.

• Provide administrative support to the Operations Manager and department staff.

• Prepare reports correspondence meeting agendas and presentations.

• Schedule meetings appointments and travel arrangements as needed.

• Serve as a point of contact for vendors maintaining professional communication and assisting with scheduling documentation and service coordination.

• Coordinate with vendors customers and internal departments.

• Monitor deadlines and follow up on action items to ensure timely completion of operational projects and annual procurement activities.

• Maintain filing systems databases and operational records.

• Coordinate and manage the organizations annual Request for Proposal (RFP) process including developing timelines preparing and distributing RFP documents communicating with vendors tracking submissions coordinating evaluation meetings and maintaining all related documentation.

• Assist in preparing bid summaries contract documentation and vendor correspondence following the RFP process.

• Track inventory supplies and purchase orders.

• Assist with onboarding documentation and employee records.

• Prepare maintain and update spreadsheets reports correspondence and operational documents.

• Utilize Microsoft Office applications including Excel Word and Outlook to perform daily job responsibilities.

• Monitor and respond to emails and telephone inquiries in a professional and timely manner.

• Support operational projects by tracking deadlines gathering information and following up on action items.

• Collaborate effectively with management and team members to ensure operational efficiency.

• Maintain the confidentiality of the company employee and customer information.

• Perform other duties as assigned to support business operations.

Minimum Qualifications

• High school diploma or GED required; Associate degree or higher preferred.

• Two (2) years of administrative office support or operations experience preferred.

• Proficiency in Microsoft Office Suite including Excel Word and Outlook.

• Strong organizational planning and time management skills.

• Excellent verbal and written communication skills.

• Ability to multitask prioritize work and meet deadlines with minimal supervision.

• Ability to establish and maintain effective working relationships with employees vendors and customers.

• Strong attention to detail and problem-solving skills.

• Independent-learner and desire to hone ones skills

• Ability to maintain professionalism and confidentiality.

Knowledge Skills and Abilities

• Excellent organizational and administrative skills.

• Ability to adapt to managing changing requirements

• Ability to work independently and as part of a team.

• Strong interpersonal and customer service skills.

• Ability to adapt to changing priorities and business needs.

• Ability to work efficiently in a fast-paced environment.

• Strong analytical and critical-thinking skills.

• Ability to follow written and verbal instructions accurately.

• Experience coordinating annual RFPs vendor communications and contract documentation.

• Ability to learn and adapt quickly to new software applications and technology systems.

• Experience developing standardized electronic forms templates and workflow processes to improve operational efficiency.

• Ability to troubleshoot common hardware software printer and connectivity issues and coordinate with Information Technology staff when advanced support is required.

Physical Requirements

• Ability to communicate effectively in person by telephone and electronically.

• Frequent visual acuity to review documents and computer screens.

• Occasionally stand walk bend reach and lift or carry items weighing up to 50 pounds.

Work Environment

• Primarily performed in a professional office environment.

• Frequent interaction with employees vendors customers and management.

• Work may require managing multiple priorities in a fast-paced environment while

• Willingness to work flexible hours including overtime if needed

Position Details:

• Salary Range: $48188 - $57301 per year (based on experience and skill level)

• Benefits: Comprehensive benefits package included

APPLICATION PROCEDURE

• Applications are accepted until a position is filled.

• Only applicants who supply the requested documents outlined below and fully complete the application will be considered.

• Faxed mailed and emailed applications will not be accepted.

External Applicants: Must complete an online application at . Click on Employment Opportunities and Applitrack and follow the instructions to apply for this position. Supporting documents (resume transcripts and applicable certifications/license) are required and must be uploaded with the application.

Internal Applicants: Must complete an online application at . Click on Employment Opportunities and Applitrack and follow the instructions to apply for this position. Supporting documents are required and must be uploaded with the application.

Notice of Nondiscrimination:It is the policy of Monroe Public Schools not to discriminate based on religion race color national origin disability age sex sexual orientation gender identity or expression height weight familial status or marital status in its programs activities or employment. For information contact the office of the Superintendent of Schools 1275 N. Macomb St. Monroe MI 48162 .The Monroe Public School District is an equal opportunity employer and complies with the Michigan Civil Rights Act and Title IX Guidelines.