Office Professional 2 – Technology and Facilities

The WISD's Mission is to educate, serve, and advocate with students, families, schools and the community. We disrupt racial inequities, build just educational systems, and expand access for all learners. We value human potential while striving to support current and future generations of Washtenaw County to enrich as many lives as we possibly can. The WISD’s Vision is to be a leader in empowering, facilitating, and delivering high-quality, boundary-spanning, educational system that educates all children through an equitable, inclusive, and holistic approach. SUMMARY The Office Professional 2 position provides full spectrum administrative support to multiple administrators and staff, as well as directly dealing with public and community agencies. This position includes coordination of communication within and between departments and constituent school districts, as well as local, state or federal agencies and the general public.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Demonstartes a strong commitment to equity, social justice, and inclusion in all practices and position responsibilites.
• Demonstrates the ability to examine how his/her/their position (directly or indirectly) impacts educational inequities in student achievement outcomes.
• Engages in reflection and ongoing learning and development on critical concepts and terms identified in the Washtenaw ISD Educational Equity Policy including concepts such as cultural proficiency, racial equity, and systemic and structural inequities.
• WISD Purchase Processing:

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• Processes quote requests.
• Creates and process purchase orders and credit card purchases for equipment, maintenance renewals, software, subscriptions, etc.
• Forwards invoices to accounts payable for payment processing after receiving materials.
• Scans purchase orders and invoices into Document Management system monthly.
• Reconciles credit card statements monthly.
• Assists with maintaining digital log(s) of purchase transactions, (credit card, PO, etc.) that includes the status of the purchase, PO number, shipping/delivery tracking (if available), and date of payment processing.
• Pulls weekly Technology Purchase Request workflow report to cross-reference against purchase transaction logs for accuracy.
• LEA Purchase Processing:

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• Creates and processes purchase orders and credit card purchases for equipment, maintenance renewals, software, subscriptions, etc.
• Assists with maintaining digital log(s) of purchase transactions, (credit card, PO, etc.) that includes the status of the purchase, PO number, shipping/delivery tracking (if available), and date of payment processing.
• Forwards invoices to accounts payable for payment processing after receiving materials.
• Facilities Purchase Processing:

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• Creates and process purchase orders and credit cards purchases for equipment, maintenance renewals, software, subscriptions, etc.
• Assists with maintaining digital log(s) of purchase transactions, (credit card, PO, etc.) that includes the status of the purchase, PO number, shipping/delivery tracking (if available), and date of payment processing.
• Forwards invoices to accounts payable for payment processing after receiving materials.
• Maintenance and Software renewal:

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• Assists with maintaining spreadsheet.
• Processes annual renewal purchase orders.
• Forwards invoices to accounts payable for payment processing after receiving product.
• Scans purchase orders and invoices into Document Management system.
• Assists with maintaining digital log(s) of purchase transactions, (credit card, PO, etc.) that includes the status of the purchase, PO number, shipping/delivery tracking (if available), and date of payment processing.
• Administrative support - calendar management, travel arrangements, prepare reports as needed:

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• Researches, creates, inputs, formats, organizes, and edits relevant data as needed or as requested and prepares it in a usable format.
• Answers routine questions and correspondence not requiring the supervisor.
• Completes a high volume of computer data entry work including confidential data with speed and accuracy in an environment with constant interruptions.
• Represents administrators in a professional manner as directed in communications with constituents, and provides accurate information, facilitation and problem resolution.
• Maintains and submits travel expense reports for the technology and facilities teams.
• Books rooms and assists with organizing professional development.
• Performs general office duties - answering phones, sorting and handling incoming mail and packages.
• Prepares conference envelopes for department.
• Prepares time sheets for hourly staff.
• Compiles and prepares reports for administration or outside agencies as required.
• Prepares contracts for contracted service providers:

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• Reviews, proofreads, and edits text of documents, contracts, presentations, flyers, and emails.
• Communications Connection Tracking:

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• Assists technical staff with asset intake & inventory management.
• Monitors equipment in stock – works with desktop team to issue equipment from stock as requested.
• Creates journal entries (JE) to charge requesting departments for equipment requests.
• Maintains adequate stock; orders inventory as needed.
• Assists with maintaining databases and prepares reports for asset management, software licensing and maintenance.
• Maintains asset management and equipment tracking databases and associated paperwork.
• TLC Front Desk support / Event Services Backup:

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• Represents the District in interactions with staff and others in a professional manner.
• Maintains and secures confidential records and inquiries.
• Maintains all program records in compliance with state and federal guidelines and District policies.
• Provides financial assistance to the district contracts including budget management, purchase and tracking orders.
• Supports the Technology and Facilities Department staff.
• Maintains regular, predictable attendance.
• PERFORMS OTHER DUTIES AS ASSISGNED.

SUPERVISORY RESPONSIBILITIES

N/A

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION/EXPERIENCE

• High school diploma or GED - rrequired.
• Associate’s degree - preferred.
• Business school training - highly desirable (or any equivalent combination of experience).
• Holds an interest in being part of a learning organization and committed to helping students with improvement and instructional issues - desired.
• Committed to continuous learning.
• Must pass general secretarial skills test.
• Such alternatives to the above qualifications as the Board may find appropriate and acceptable.

CERTIFICATES, LICENSES, REGISTRATIONS

N/A

LANGUAGE SKILLS

• Demonstrates ability to read and interpret documents such as grants, journal articles, curriculum guides, and handbooks and follow instructions.
• Demonstrates ability to take the initiative, work well with others as a collaborative team member.
• Exhibits strong communication skills both written and verbal.
• Demonstrates an excellent telephone presence.

TECHNICAL SKILLS

• Demonstrates proficiency in the use of personal computer (PC) in a networked environment to utilize the Internet and other electronic communications mechanisms such as email conferencing, and other communication tools.
• Demonstrates proficiency in the use of Microsoft Office (Word, Excel, and PowerPoint) - required.
• Demonstrates a working knowledge of publishing tools such as Microsoft Publisher or Adobe - desired.
• Demonstrates a working knowledge of financial and/or purchasing electronic applications.
• Demonstrates ability to print, copy, organize and collate materials.

MATHEMATICAL SKILLS

• Demonstrates ability to do math functions using calculator and/or spreadsheets.
• Demonstrates ability to compute rate, ratio, and percent and to draw and interpret bar graphs using MS Excel.
• Demonstrates ability to maintain program budgets.

REASONING ABILITY

• Demonstrates ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
• Demonstrates proficiency in organizational problem-solving.
• Demonstrates ability to read and interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
• Exhibits a high level of professionalism with the ability to handle confidential information, use good judgment, plan and handle complex projects, and maintain a flexible attitude.
• Demonstrates ability to work under pressure and meet deadlines in a timely manner.
• Demonstrates ability to perform multiple tasks simultaneously and see through to a successful conclusion.

INTERPERSONAL SKILLS

• Exhibits excellent customer service and communication skills with a client-centered focus.
• Exhibits an elevated level of professionalism with the ability to maintain a flexible attitude.
• Demonstrates ability to build rapport with others and to serve diverse publics.
• Demonstrates ability to establish and maintain effective working relationships with all staff.
• Demonstrates excellent customer service skills, knowledge of staff, and knowledge of the school building layout.
• Demonstrates ability to take the initiative, work well with others as a collaborative team member and exhibit good communication skills.

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 accommodation 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 stand; walk; sit; use hands to finger, handle, or feel; and talk or hear. Specific vision abilities required by this job include close vision, distance vision, and ability to adjust focus. Ability to lift and/or move up to 50 pounds.

ENVIROMENTAL ADAPTABILITY

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is quiet to loud depending upon the activity in the particular part of the day. Occasionally the employee may be required to be outdoors for a short period of time, and therefore subject to varying weather conditions, for purposes of accomplishing the essential functions of this job.

FUNCTIONS OF POSITION DESCRIPTION:

This position description has been prepared to define the general duties of the position, provide examples of work and to detail the required knowledge, skills and ability as well as the acceptable experience and training for the position. The description is not intended to limit or modify the right of any principal/supervisor to assign, direct and control the duties of employees under supervision. The WISD retains and reserves any and all rights to change, modify, amend, add to or delete from any portion of this description in its sole judgment. This position description is not a contract for employment. The WISD is an equal opportunity employer, in compliance with the Americans with Disabilities Act. The District will provide reasonable accommodation to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

TERMS Salary and other employment conditions to be established by the Board of Education as reflected in the Non-Affiliated Staff Manual. Starting salary ranging (dependent upon experience) $40,712 - $50,047. Washtenaw Intermediate School District is a drug-free workplace It is the policy and commitment of the Washtenaw Intermediate School District not to discriminate on the basis of race, sex, age, color, national origin, religion or handicap in its educational programs, activities, admissions, or employment policies in accordance with Title IX of the 1972 Educational Amendments, executive order 11246 as amended, Section 504 of the Rehabilitation Act of 1973 and all other pertinent state and federal regulations.