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Closed listing

TIGARD-TUALATIN SD 23J

Admin Specialist 4 - Operations/Procurement (Open until filled)

Tigard, OR, United States

A new employee shall be allowed up to four (4) years of experience on the salary schedule, based on actual years of experience on a job of like responsibilities and skills. $30.79 per hour.

This opening has closed.

The original listing is kept below for reference.

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Job details

Pay: A new employee shall be allowed up to four (4) years of experience on the salary schedule, based on actual years of experience on a job of like responsibilities and skills. $30.79 per hour.
Closing date: Dec 1, 2026
Posting language: English
Posted: Aug 27, 2026

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Original job description

Archived listing. The details below describe a past opening.

JOB TITLE: Administrative Specialist 4 - Operations/Procurement

FTE: 1.0

Department: Operations Department

Immediate Supervisor: Facilities Manager

Purpose: These supplemental duties list identifies the specific tasks and responsibilities performed by this

Administrative Specialist 4 position within the Operations and Facilities Department. It is attached to, and should be

read together with, the standard Administrative Specialist 4 job description, which sets out the position's general duties

summary, essential requirements, essential education/skills, and physical/environmental requirements. In the event of

any conflict, the essential requirements of the base job description govern.

GENERAL DUTIES SUMMARY:

Specialists in the Administration Office provide independent, competent secretarial and clerical support services to department administrator, school administrators, teachers, students, parents and other related staff and community members within established district and departmental guidelines.

Duties

20%

10%

15%

35%

100%

Procurement

Contract Management

Purchasing

Vendor Relations

Operations Support

Customer Service

Note: These supplemental duties list reflects the position-specific responsibilities currently in effect and is intended to supplement, not replace, the essential requirements and general duties summary in the base Administrative Specialist 4 job description. Duties are subject to periodic review and revision by department administration

Procurement

Research and determine method of procurement such as direct purchase, bid/proposal, or

cooperative agreement

Understand and apply ORS 279A, 279B, and 279C to procurement decisions
Prepare purchase orders or bid requests and review requisitions for goods and services
Calculate amounts such as discounts, interest, commissions, proportions, and percentages
Prepare contracts using District templates for small and intermediate procurements

Contract Management

Assure adherence and compliance with Oregon Public Contracting Rules, District Public

Contracting Rules, and BOLI Law

Evaluate and monitor contract performance to determine need for changes and to ensure

compliance with contractual obligations

Manage After-School Activities Contracts, background checks/COI requirements, and deposit

payments.

Purchasing

Receive, review, and act upon purchase requests received from schools and departments
Seek, evaluate, and implement cost reduction opportunities
Monitor and track goods in transit to ensure timely delivery
Maintain electronic records such as items or services purchased, costs, delivery, and product

quality or performance

Expedite orders to ensure timely delivery of goods to users

Vendor Relations

Confer with vendors to obtain product or service information such as price, availability, and

delivery schedule

Identify vendors whose products meet the standards and specifications set by the organization
Collaborate with vendors to ensure that supply, quality, and cost expectations are met
Resolve vendor service and quality issue problems
Build and maintain positive, long-term supplier relations
Demonstrate excellent negotiation skills

Operations Support

Service related and quoted materials accounts payable, tracking, and processing
Schedule bi-annual/annual fire alarm inspections, kitchen hoods, fire panels, extinguishers,

sprinkler systems, and Simplex service

Coordinate drop door inspections and on-call service scheduling
Coordinate scoreboards, backstops, and bleachers inspection and service scheduling
Coordinate elevator inspection and on-call service scheduling
Coordinate other on-call repair/service scheduling: fire systems, pest control, glass repair, GMax,

and other service-related maintenance

Process Enterprise billing
Manage the Operations vehicle fleet
Process Facility Use payments, deposits, and reimbursements
Coordinate auctioning/selling of District property

Customer Service

Treat customers, stakeholders, partners, vendors, and co-workers with dignity and respect
Maintain a work environment that respects, understands, and honors the lived experiences of

our students, staff, colleagues, and the communities we serve

ESSENTIAL REQUIREMENTS

Requires specific and detailed knowledge of the technical elements and procedures associated with the specific department at the position Must consistently apply high level of technical knowledge in the completion of routine daily tasks.
Respond appropriately in emergency and crisis
Constantly required to make independent decisions within established guidelines and reporting
Responsibility for detailed record-keeping for a department or program. Responsible for establishing and revising the system by which records are maintained.
Establishes deadlines, in coordination with other employees, for when work should be completed and provides leadership to others that is essential for meeting established
Complete simple to complex assignments with a minimum of instruction or
Regularly identify and resolve problems with no instruction or supervision. Communicate problem resolutions to necessary parties and establish procedures and routines to prevent problem in the
Communicate sensitive information to staff, and community members as required by Board or Departmental policy and
Maintain the confidentiality of administration, staff, students, and organizations of the
Use math skills to learn and adhere to the position’s accounting needs including, but not limited to, purchasing procedures, budget allocations, and
Use computer skills to learn and effectively utilize district computer programs and
Use computer and technology skills to improve department procedures and enhance efficient
Use modern professional secretarial skills to produce work in a timely fashion, properly formatted and Assignments may include, but not limited to, correspondence, technical and professional reports, newsletters, booklets, manuals, guides, schedules and forms.
Use correct spelling, punctuation, capitalization, word usage, and sentence construction of the English language as necessary to detect and correct errors in prepared material and to compose basic
Operate computers, other electronic office devices, and the accompanying programs (word processing, data base, and spreadsheets, district assigned programs.)
Work collaboratively with a diverse staff and
Provide informative, accurate and courteous responses to requests for Effectively manage consistent contact with administrative and Cabinet level staff concerning work related matters.
Maintain a calm professional environment during times when interruptions, disruptions, and a stressful environment interfere with the flow of
Remain flexible in accepting assignments with deadlines and demonstrate ability to re-prioritize work to fit the needs of the
Comprehend oral and written instructions and complete work within established guidelines and timelines without detailed instructions or constant
Seek out feedback leading to improvement of skills and
Takes responsibility for providing leadership to ensure that the department is working collaborative as a team as well as working effectively with the District as a
Answer phones and take detailed
Work closely with administration to develop budget priorities and track expenditures as compared to the department budget.
Deliver messages, packages, and supplies as
Troubleshoot and maintain machines that include, but are not limited to, copy, laminator and

ESSENTIAL EDUCATION, SKILLS AND CAPABILITIES

Graduation from high school or completion of GED certificate
College level course work or completion from secretarial/business school preferred
One year of work in a school setting preferred
A current history of acquiring, skill building, computer programs, team building, workshops or seminars preferred
Read, analyze and interpret technical journals, financial reports, and legal documents
Respond to inquiries or complaints from vendors, staff and community members
Communicate appropriately with students, staff, and community members as a representative of the District
Understand and work with mathematical concepts such as probability and statistical inference. Apply concepts such as fractions, percentages, ratios and proportions to practical situations
Solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists
Interpret a variety of instructions furnished in written, oral, diagram or schedule form

PHYSICAL AND ENVIRONMENTAL REQUIREMENTS

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.

The employee is regularly required to talk and
The employee occasionally is required to stand, walk, sit; use hands to finger, handle, or feel, reach with hands and arms, and stoop, kneel, crouch, or crawl, climb up and down step stool, bend under desks, and twist from the
The employee is occasionally required to climb or
The employee must frequently lift and/or move up to ten pounds and occasionally lift and/or move up to 30
Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust
This position entails sitting at a computer terminal 6-8 hours a day, answering phone and using the computer at the same
The employee will frequently work in a very busy and potentially noisy environment with constant interruption of
Employee will experience a great deal of interaction with staff, students, and the community in fulfilling the basic responsibilities associated with this position.

EVALUATION

Performance of this job will be evaluated in accordance with the provisions in the Collective Bargaining Agreement between Tigard-Tualatin School District 23J and Oregon School Employees Association Chapter 51.

TERMS OF EMPLOYMENT

This is a 12 month assignment on the L range of the Classified Job Schedule. The assignment of the step will be in compliance with the current Collective Bargaining Agreement and range of pay is located in the current Classified Salary Schedule.

A new employee shall be allowed up to four (4) years of experience on the salary schedule, based on actual years of experience on a job of like responsibilities and skills. $30.79 per hour.

This job description is not intended to be and should not be construed as an all inclusive list of all the responsibilities, skills, or working conditions associated with the position. While it is intended to accurately reflect the position’s activities and requirements, the administration reserves the right to modify, add or remove duties and assign duties as necessary that still reflect the essential functions of the department.

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