Support Services Specialist

US
1 week ago(1/11/2018 5:40 PM)
Job ID
2018-1186
# of Openings
1
Category
School Operations

Overview

Partnerships to Uplift Communities (PUC) is a non-profit charter school management organization designed to significantly increase college entrance and graduation rates for underserved students in Los Angeles and the San Fernando Valley.

 

The Support Services Specialist will be solely responsible for the execution of projects and tasks relating to the business functions of a cluster of charter schools serving over 1000 students in grades K-12 located in Northeast Los Angeles. This position performs varied duties pertaining to a school front and back office operations and provides research, event planning, and administrative support to the Regional Director of Support Services. Is also required to provide service to assigned schools throughout the academic year, graduation season, and summer/winter breaks. 

 

This position requires extensive organizational skills in the creation of archives, service logs, reports, and documentation. Must have optimal customer service skills along with hands-on abilities in a variety of situations including lifting, carrying, transporting, set-up, tear-down, etc. Must continually operate in a proactive manner and be present at each assigned school via a schedule rotation.

Responsibilities

School Services

  • Responds to and resolves requests for service from assigned schools with urgency, accuracy, and achieves positive outcomes
  • Performs monthly school inspection walkthroughs as required by each schools’ LCAP.
  • Gathers and reports data into various reporting engines or dashboards
  • Ensure schools remain in compliance and functional in operational areas such as food service program, safety plans, and fire/life safety. Including vendor relations, logistics, and infrastructure in accordance to all applicable codes
  • Collaborates with the IT department in maintaining an optimal operating environment for equipment thereby ensuring network integrity
  • Coordinates provision of established Service Agreements and Maintenance Schedules
  • Maintains Environmental Health and Safety standards and implements the Injury/Illness Prevention Plan

Purchasing / Accounts Payable

  • Purchase operational materials and supplies and creates opportunities for bulk purchasing
  • Manage inventory assignments and coordinate the purchasing of furniture, fixtures, and equipment; materials and supplies
  • Prepare Credit Account transaction logs and submit monthly reports with receipts
  • Support school with reconciling purchase orders and vendor invoices
  • Ensure compliance with payroll and accounts payable processes

 School Safety

  • Represents the Director of Operations in the management of facilities, ensuring that high standards of cleanliness, safety, and energy efficiency are met
  • Ensures that each school has the required emergency maps, binders, supplies & equipment before the start of each school year
  • Coordinates the maintenance of fire extinguishers, fire alarms, fire sprinklers systems, and fire permits at each school
  • Perform periodic quality reports of maintenance staff to ensure safety and service targets are met
  • Assists with the implementation of safety plans and drills at each school

 Events Management

  • Serves as a primary coordinator for Graduation Ceremonies, Field Trips, and other Activities.
  • Leads the planning, marketing, and implementation of regional and school events including family meetings, celebrations of learning, annual health fair, and other community events
  • Think analytically and strategically to make decisions in the moment in a high energy environment
  • Administers approval and scheduling process and usage of school space such as multi-purpose rooms, classrooms, athletic facilities, and parking lots.

Other Misc.

  • Assist the Regional Superintendents to implement student recruitment plans for schools
  • Translation of letters, memos and other communication
  • Typing or word-processing letters, memos and other correspondence
  • Filing letters, memos and other correspondence
  • Answering phones, responding to callers/visitors and providing information
  • Assist school sites as needed and determined by Regional Superintendents
  • Assist with inventory of school property related to school events (i.e. tracking, distribution, and collection)
  • Archiving of school documents (i.e. clinical, psychological, student files, etc)
  • Calling for service on office equipment and maintenance/custodial equipment
  • Purchasing and distribution of school supplies and general supplies
  • Prepares purchase orders; updates vendor information; copies/files invoices
  • Processes work orders, including keeping the requestor informed of progress
  • Assists in issuance of parts and equipment; researches items; follows up on orders
  • Regular attendance, dependability and punctuality in conformance with the standards is essential to the successful performance of this position.
  • This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments

 

 

Qualifications

Qualifications

  • Knowledge of Project Management Principles, Cal-OSHA, and event planning desired
  • Advanced knowledge of Microsoft Office Suite
  • Must be Bi-lingual – English and Spanish
  • First-Aid/CPR/AED Certification a plus
  • Ability to learn, interpret and administer school district policies, law, rules and regulations; policies and procedures and apply these in dealings throughout the organization.
  • Take responsibility and use good judgment in recognizing the scope of authority, and adhering to Standard Operating Procedures and/or Organizational Policies
  • Manage and complete numerous functions and tasks simultaneously
  • Ability to communicate effectively (verbal and written)
  • Must be flexible and team-oriented
  • Must have excellent management and organizational skills and a positive attitude
  • Great customer service skills
  • Ability to multi-task and prioritize duties
  • Willing to learn rules and regulations governing the school district and apply them with good judgment
  • Occasionally required to kneel, climb and reach with hands. Lift up to 30lbs. Bend, sit, stand, squat, stoop, walk, push, pull, and arms at shoulder level or below
  • Always required to wear the appropriate safety equipment for the task, which may include gloves, goggles, aprons, belts, etc.

Education and Experience

  • Any combination equivalent to sufficiently demonstrate the knowledge and abilities required to execute the duties described
  • BA/BS Preferred
  • Two years of varied experience in managerial capacity and/or Administrative Assistant

Salary and Benefits

  • 10-month
  • Part-Time Temp to Hire Position
  • M-F, 8a-2:30p (weekends as needed)
  • Hourly Pay  Commensurate to Experience
  • Full benefits are offered (medical, dental, vision, and life)
  • Voluntary benefits are offered to all employees

 

DISCLAIMER: This job description indicates in general the nature and levels of work, knowledge, skills, abilities and other essential functions (as covered under the Americans with Disabilities Act) expected of an incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of an incumbent. An incumbent may be asked to perform other duties as required Management reserves the rights to add, modify, change or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job. Nothing in this position description changes the at-will employment relationship existing between the Institution and its employees.

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