What are the responsibilities and job description for the Operations Request Specialist position at Waukegan Community Unit District 60?
- Act as a receptionist and welcome or assist all visitors to the Operations Office
- Administer orientation process of new employee
- Print current financial departmental budget reports
- Distribute purchase order numbers to staff when needed and keep a log of such
- Collect, verify and prepare purchase orders from all invoices submitted by vendors and departmental staff for input into the District accounting system
- Reconcile invoices with vendors when there are discrepancies
- Assist departmental supervisors with preparation of call-in sheet and assign personnel as necessary h. Receive incoming phone calls; dispatch to appropriate department staff. Prioritize emergency calls and handle immediately
- Type updated maintenance and custodial job descriptions when needed
JobID: 6314
Position Type:
Secretarial/Clerical/Secretary - 12-Months
Secretarial/Clerical/Secretary - 12-Months
Date Posted:
1/28/2025
1/28/2025
Location:
Operations
Operations
Closing Date:
02/04/2025
02/04/2025
Who We Are:
Waukegan Community Unit School District No. 60 serves nearly 17,000 students in preschool through grade 12 and is located halfway between Chicago, Illinois and Milwaukee, Wisconsin on the shores of Lake Michigan. The District has 1 early learning center, 15 elementary schools, five middle schools and a high school program divided between two 9th – 12 grade campuses. The District encompasses portions of Waukegan, Beach Park and Park City.
Why We Do This Work:
The Waukegan Community Unit School District No. 60 has set an ambitious agenda for change, guided by the belief that all children, regardless of circumstances, can achieve at high levels and academic gaps can and will be eliminated with the support of teachers who deliver engaging, relevant, and academically rigorous instruction that excites students and instills a love of learning in them.
Organizational Relationship:
The Operations Request Specialist is directly responsible to the Director of Operations and indirectly to the Assistant Director of Operations.
Essential Duties and Responsibilities:
1. To perform secretarial, clerical and record-keeping functions for the effective and efficient functioning of the Operations Center focusing on the Operations Department and the Operations Request system and the WPS Financial System.
2. Assign work orders to technicians after consultation with immediate department supervisors 3. Reconcile department invoices/receipts to work orders
4. Track staff hours on Operations Request system for accuracy and consistency per department work rules 5. Maintain and enhance current supplies inventory on Operations Request system, Inventory Module 6. Conduct monthly trainings for requesters, technicians, and approvers on the Operations Request system program
7. Maintain the Community Use program on the Operations Request system to property track community events using District facilities
8. Coordinate the use of Operations Request system scheduling module and ensure equipment/staffing is scheduled per the event request
9. Collect insurance requirements and create invoicing per event for external users
10. Create weekly and monthly work order and event reports at the request of department supervisors and/or building Principals
11. Create work orders to properly track required remediate work by the Annual Regional Office of Education inspections
12. Assist the Operations Center Office Specialist with general and specific duties as necessary to maintain efficient and effective functioning of the Operations Center, when available
13. Be available as a resource person to help guide fellow employees in questions they may have that pertain to Operations Request system
14. Create and run reports based on district policies and procedures or as requested by the Supervisor(s) 15. Type letters, reports, memos and other job related materials required
16. Assist and/or prepare county, state, and federal reports
17. Serve as backup for Office Specialist with the following during absences and peak times:
18. Perform other job related duties as assigned by the Supervisor(s).
Qualifications:
1. Must have a high school diploma or equivalent;
2. Commitment to the belief that all children, regardless of circumstances, can achieve at high levels. 3. Good communication, organizational, computer, and interpersonal skills required.
4. Demonstrated ability to work with data in multiple computer environments, including but not limited to: Windows based PC’s, district-wide networked systems including the Student Information System (SIS) and Financial Management System (FMS), Google systems.
5. Effective and efficient word processing skills with knowledge of Microsoft Office suite of programs. 6. Demonstrated ability to multitask effectively and prioritize strategically.
7. Ability to care for minute details and editing skills to ensure reliable and accurate results, verifying information for accuracy.
8. Ability to do record keeping, prioritize and work independently with minimal supervision and follow oral and written instructions.
9. Successfully work in a collaborative environment.
10. Ability to interact in a positive manner with students, staff, parents, outside agencies, and central services staff.
11. Ability to plan, organize, schedule, and manage documents in a timely and effective manner. 12. Pass the district secretarial typing test and exam(s).?
Application Deadline: Candidates must submit an online application by the closing date.
Terms of Employment: 12 Months
Compensation: WPSS Specialist
ALL APPLICANTS MUST PASS THE SECRETARIAL SKILLS TEST
Human Resources – 1201 N. Sheridan Road, Waukegan, Illinois 60085
Monday – Friday 8:00 a.m. – 4:30 p.m. (Testing Hours)
Only online applications will be considered.
Apply: www.wps60.org
Waukegan Community Unit School District 60 offers employment opportunities without regard to age, gender, race, color, national origin,
religion, marital or military/veteran status, gender identity, sexual orientation, pregnancy, parental status, genetics, disability or other protected category
Apply: www.wps60.org
Waukegan Community Unit School District 60 offers employment opportunities without regard to age, gender, race, color, national origin,
religion, marital or military/veteran status, gender identity, sexual orientation, pregnancy, parental status, genetics, disability or other protected category
