Business Operations Specialist

Job Description

Job Description

Reports to: Director of Operations Business

School/Department: Operational Support Services Division

Pay Grade: Office Professional/CS5

Wage/hour status: Non-Exempt

Work Days: 226

Created/revised: September 2022

Primary Purpose:

Provides office professional support effectively and efficiently and performs secretarial/clerical duties on tasks that require an understanding of accounting systems, policies, and procedures in processing transactions and related documents associated across all operational areas of the Maintenance & Operations/Energy Management Department.

Qualifications:

Education/Certification:

• High School Graduate or GED.
• Nine (9) hours of business administration coursework or comparable preferred from an accredited college or university recognized by the US Department of Education.

Special Knowledge/Skills:

• Knowledge of a body of standardized regulations, requirements, procedures, and operations associated with maintenance type activities.
• Knowledge of principles and practices of utility review and process and monitoring.
• Skill in operating computer for data entry/information retrieval plus basic office equipment such as copier, fax, scanner.
• Skill in assisting telephone and walk in customers using proper telephone etiquette and customer service techniques in a fast, friendly, and flexible manner.
• Skill in assisting with usual routines and practices associated with a busy, yet productive and smoothly run office.
• Skill in keyboarding, Microsoft Word, Power Point, Excel, Financial systems (Tyler MUNIS preferred), and web based data management systems and software packages.
• Skill in importing data into a tracking system.
• Skill in analyzing activity, troubleshooting, and applying appropriate resolution to problem situation.
• Skill in reviewing data and explaining effectively trends, patterns, or other data interpretations.
• Skill in reconciliation, proofreading, collecting, tabulating, and evaluating data.
• Skill in basics mathematical calculations, data entry, and detailed numerical/clerical work.
• Skill in accurately processing transactions.
• Ability to perform duties with attention to detail, speed, accuracy, follow-through, courtesy, cooperativeness, and work with minimum supervision
• Ability to follow Humble ISD policies and procedures.
• Ability to organize and prioritize tasks and coordinate multiple projects to meet specific deadlines.
• Ability to maintain confidentiality of privileged and sensitive information.
• Ability to maintain professional behavior, appearance, and work ethic to represent the school district in a positive manner at all times.
• Ability to communicate effectively with tact and diplomacy and provide a high level of customer service to customer service to employees, administrators, district officials, co-workers, and outside organizations.

Experience:

• Three years of verifiable secretarial/clerical experience in a professional office setting with bookkeeping exposure.
• School district, college/university, or government setting in a large maintenance department preferred.
• Experience in auditing, accounting, budgeting or comparable environment with preferable experience in utility billing, auditing, and analyzing exposure for a large public or private sector employer helpful.

Major Responsibilities and Duties:

Maintenance & Operations/Office Professional Support:

• Receive and review all district utility bills (electricity, gas and water), including contacting utility companies when necessary to resolve billing issues or possible errors.
• Enter pertinent data for each utility bill into the energy tracking software program
• Review purchase orders, contracts, travel orders, and other claims or commitments against obligated funds.
• Enter data into accounting or other maintenance systems, correct invalid/incorrect entries, and prepare balances to check the status of accounts.
• Review documents such as vouchers, purchase requests, work orders, and contract invoices to verify budgetary account codes and dollar amounts.
• Perform a variety of administration duties involved in contracts; prepare contract change orders in compliance with project specifications.
• Prepare purchase orders for contractors and consultants during design and various project phases; prescribe purchase order functions to ensure that policy and procedure formats are followed; receive and review invoices; authorize payments.
• Track project work in progress and verify project completion; prepare weekly statements of working days for all projects and prepare necessary documentation for closure of projects.
• Prepare, maintain and update a variety of project files, reports and correspondence; prepare notices of completion for projects as needed.
• Prepare and process monthly progress payments and invoices for timely payments; compile data and prepare regular and periodic letters.
• Respond to requests and inquiries from the general public, contractors and other individuals regarding contract compliance issues; provide information within area of assignment.
• Obtain and organize pertinent data as needed and put into usable form for department supervisors
• Handle correspondence such as reports, notices, liens, and communications pertaining to the M&O Department
• Process department requested documents in an organized, accurate, and timely manner.
• Work with campuses regarding scheduling, determine satisfaction and feedback of work performed.
• Work with various other District departments regarding contracts, policy, and required documentation.
• Enter purchasing information into Schooldude.
• Assist with Asset management software and departmental audits.

Records, Reports, and Correspondence:

• Comply with all Board policies and employee handbook policies are followed.
• Prepare correspondence, forms, reports, manuals, and presentations for Energy Manager and other department staff members.
• Compile, maintain, and file all reports, records, and other documents as required.
• Maintain records received and keep files and binders orderly and current.
• Assist in the preparation of department spreadsheets.
• Maintain accurate and up-to-date physical and computerized records.

Communication:

• Maintain a positive and effective relationship with coworkers, supervisor, District officials and employees, vendors, and outside agencies and organizations.
• Provide outstanding customer service.
• Maintain good judgment and decision making when dealing with supervisor, co-workers, District officials and employees, vendors, and outside agencies and organizations.

Other:

• Maintain confidentiality of privileged and sensitive information when received and distributed to appropriate designees as directed by the directors.
• Attend professional growth activities to keep abreast of innovations related to position.
• Maintain an organized work environment.
• Perform other duties as assigned.

Supervisory Responsibilities:

None

Equipment Used:

Computer, printer, copier, telephone, scanner, and fax machine.

Mental Demands/Physical Demands/Environmental Factors:

• Maintain emotional control under stress.
• Able to multi-task and meet deadlines.
• Periodic prolonged and irregular work hours.
• Occasional travel inside and outside of school district boundaries.
• Workload is deadline driven.
• Prolonged use of equipment and computer with repetitive hand motions.
• Offices and office atmosphere may be open, noisy, and hectic with multiple employees working in large open rooms containing two or more desks and equipment.
• Frequent interruptions with employee must be able to focus despite noise level and movement within the office area.
• Requires performing tasks mostly standing, walking, bending, stooping, sitting, pushing, pulling, lifting (up to 30 lbs).
• Occasional prolonged and irregular work hours – flexibility with schedule preferred Frequent contact with parents, general public, and/or district/campus employees Daily attendance and punctuality are essential functions of the job.