Operations Administrative Assistant

Spotsylvania County Public Schools is seeking an Operations Administrative Assistant to perform a variety of support functions for the River Run Operation offices (Maintenance, Facilities, School Safety, Food Services, Transportation, Fleet Services, Health Services) in support of further enhancing the efficiency and productivity of the department. As a member of the Operations department, this role may also assist with any projects or tasks related to the goals, objectives and programs of the department as led by the Chief of Operations.

Essential Job Functions:

• Provides support for the River Run Operation offices in the following areas:
• • Special Permission Student Transfers - Receive, evaluate, troubleshoot and process student transfer requests adhering to Division policy & procedures. Daily parental and school staff contact during the peak transfer window of May through August.
  • Insurance - Division liaison for property and liability insurance, to include claim reporting and tracking. Lead contact for annual policy renewal, includes verifying division vehicles, coordinating review of property & worker's compensation schedules and cyber risk. Process requests for certificates of liability insurance received from schools and departments.
  • Enrollment - Daily enrollment tracking August through September for September 30th report and cumulative enrollment for the CIP.
  • Fixed Assets - Work closely with Finance, Fleet and Transportation departments to enter, track, and maintain accurate records of the division's buses and vehicles, including adding new and retiring old vehicles.
  • Donations - Receive donation requests from division bookkeepers and administrators to be reviewed and shared with the Clerk of the Board for placement on the regular school board meeting agenda for Board approval.
  • Work Orders - Receive, evaluate, coordinate and key work order requests for Administrative Services utilizing the division's work order management application.
  • Private Road Applications - Work with local property managers, home owner associations and Transportation staff to request and receive annual bus service on private road applications for School Board consideration.
  • Capital Improvement Plan (CIP) - Assist the Chief Operations Officer with compiling enrollment numbers, receiving & revising data from various departments then verifying and proofreading information for accuracy. Prepare the CIP for printing and distribution to the School Board, Board of Supervisors and community members.
  • Custodial Staff - Work and collaborate with the Administrative Services three member custodial services team. Provide detailed set up information for meetings held in the School Board meeting room, coordinate support for days off, assist with any safety concerns/recommendations shared by them.
• Performs routine clerical duties such as copying, typing, answering/making telephone calls, ordering supplies, and basic troubleshooting; assists with office operations including ordering supplies and coordinating maintenance.
• Manages and maintains schedules, appointments, and calendars for executives or teams; makes travel arrangements and coordinating logistics for business trips.
• Addresses inquiries and concerns from parents, guardians, and community members.
• Collects, organizes, prints and maintains physical files.
• Manages digital file databases, including the data entry of general and sensitive information
• Handles basic accounting tasks, such as expense tracking and invoice processing.

• High School Diploma or GED
• A minimum of two (2) years working within an office setting, ideally supporting Facilities Management or an Operations Team, within the Education industry