Operations Support Specialist - Level 4

Monroe Public Schools•Monroe, MI

9d•Onsite

About The Position

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.

Requirements

High school diploma or GED required
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 one's skills
Ability to maintain professionalism and confidentiality.

Nice To Haves

Associate degree or higher preferred
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.

Responsibilities

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 organization's 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.