Position Title: Operations Supervisor - Buildings and Grounds
Salary Range: Regionally Competitive
Contract Length: 12 months
Immediate Supervisor: Director of Buildings and Grounds
Summary: The Operations Supervisor, Buildings and Grounds, provides essential administrative and clerical support for the Executive Director of Facilities, the Director of Buildings and Grounds, and the Director of Custodial Services. This position plays a key role in maintaining accurate records, facilitating communication, and supporting operational functions for the department. The role requires a detail-oriented individual with excellent organizational skills and the ability to manage a variety of clerical and logistical tasks in a fast-paced facilities environment.
Essential Duties and Responsibilities
- Serve as the primary point of contact for incoming telephone calls; screen, route, and respond to inquiries as appropriate.
- Open, sort, and distribute incoming mail.
- Prepare, type, and proofread correspondence, reports, bulletins, and other documents.
- Process and maintain general fund purchase requisitions, including custodial supply orders.
- Manage and assist with TCP Payroll Systems.
- Keep current and accurate seniority lists for all operational staff.
- Verify and record custodial staff absences and process corresponding salary card claims.
- Distribute, file, and maintain various computer-generated reports.
- Prepare and update emergency contact and security call lists, including assigning personnel security numbers and coordinating with the external security monitoring company.
- Process schools use applications and overtime request forms.
- Maintain accurate records of pool rental agreements and billing information.
- Process all operational personnel requests and transfer forms; update and maintain staff location cards.
- Obtain and maintain all required elevator and boiler permits, ensuring compliance with local and state regulations, and coordinate inspections and renewals in a timely manner.
- Provide oversight for internal and external building rentals, including reviewing requests,
- ensuring proper documentation and contracts are in place, coordinating facility access and usage, and ensuring compliance with district policies and fee structures.
- Manage the district’s custodial uniform program by coordinating with the vendor, overseeing uniform orders and distribution, and collaborating with the Director of Custodial Services to ensure staff have appropriate and properly fitted attire.
- Submit monthly personnel reports of operational staff hires, transfers, and retirements to the AFSCME Local 686 Board.
- Draft and submit agenda items related to the Buildings and Grounds Department for School Board meetings.
- Maintain detailed property records and information files.
- Create and assist with district presentations at various meetings.
- Evaluate and distribute submitted work orders daily in coordination with the Director of Buildings and Grounds to ensure timely assignment, prioritization, and completion of maintenance and custodial tasks across the district.
- Manage and submit long-distance telephone usage logs to Accounting on a monthly basis.
- Perform other duties as assigned.
Qualifications
- High school diploma or equivalent required; additional training or coursework in administrative
- support, office management, or a related field preferred.
- Minimum of 5 years of clerical or administrative experience, preferably in a facilities or school district environment.
- Strong organizational, communication, and time-management skills.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and Google Workspace (Docs, Sheets, Gmail).
- Ability to maintain confidentiality and handle sensitive information with professionalism.
- Familiarity with utility tracking, billing procedures, and records maintenance is a plus.
- Ability to multitask and work efficiently with competing deadlines.
- Ability to interact professionally with district personnel, vendors, and members of the public.
Supervisory Responsibilities: This position does not include supervisory responsibilities.
Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to speak and hear. The employee is required to have dexterity of hands and fingers. The employee is required to sit, stand, walk, and move throughout school buildings and grounds. They may be occasionally required to bend at the waist, kneel, or crouch, and climb ladders or stairs. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus. While performing the duties of this job, the incumbent may be required to move and transport equipment and materials up to 25 pounds occasionally.
Works in standard office and school building environments, and may be exposed to varying temperatures and weather conditions when visiting school grounds. Must be able to work regular scheduled hours, and may be required to respond to emergencies outside of regular hours.
Must be able to handle stress.
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