| Description | CUSTOMER SUPPORT SPECIALIST
LOCATION: Crook County School District Administration Office
START DATE: February 24, 2020
HOURS: 8 hours per day / 260 days per year
APPLICATION DEADLINE: Open Until Filled
COMPLETE JOB DESCRIPTION:
Job Title: Customer Support Specialist
Assignment: Confidential Staff
Reports To: Director of Human Resources
FLSA Status: Non-Exempt
Salary Range: $44,700 to $51,373
This position functions as support to District Office Staff and serves as the primary receptionist. The position handles a variety of confidential District Office records and requires excellent customer service skills coupled with the ability to multi-task in an environment with frequent interruptions. The position includes HR functions, Nutrition Services clerical and data functions, and provides support to Fiscal Services, the Office of the Superintendent, Special Programs, and other departments as needed.
This position also performs the duties of the District Event Coordinator and is responsible for scheduling district facilities and managing events held at district sites. This individual performs independent work as part of an overall team effort. This position requires frequent contact with school administrators, school staff and the public. The coordinator must handle daily work pressures including a high volume of clerical work which must be completed within a limited period of time. Must be able to successfully perform the essential duties and responsibilities in an environment with frequent interruptions.
NATURE AND SCOPE OF WORK
The ideal candidate must have excellent project management, oral and written communications skills and the ability to work well with inter-departmental teams. The Coordinator must have the ability to provide proficient oversight of all facilities scheduling and event management within district sites. The District Office Receptionist and Event Coordinator will work within the framework of District policy as adopted by the Board of Education and perform related work as required.
ESSENTIAL DUTIES AND RESPONSIBILITIES
- Regularly, promptly, and reliably attends work or schedules time off in accordance with District policy, and plans for temporary backup during absences. Attendance is a critical essential duty of this position. Leave without pay will not be approved unless state and federal leave laws are applicable.
- Answers district’s multi-line phone system, directs calls, and takes messages appropriately. Greets and screens visitors, and direct or escort them to specific destinations.
- Professionally represents the District in interactions with parents, community, staff, and students.
- Provides a variety of HR Department and District Office tasks as assigned. For example:
- Activate and deactivate employees in online employee training system
- Enter volunteer applications in the background check program; communicate results
- Assist with employee badge creation/maintenance
- Maintain files, documents, and data – paper and/or electronic
- Supports inter and intra district student transfer process in conjunction with Superintendent’s Executive Assistant
- Collect information regarding donations received by the District for monthly Board report
- Administer Para-Pro testing of potential or existing staff members
- Provides a variety of Nutrition Services clerical and data tasks as assigned. For example:
- Post payments received at the District Office or online
- Process meal benefit eligibility (Free and Reduced) applications, and audit eligibility
- Communicate with parents/guardians regarding meal benefit eligibility
- Monitor outstanding meal balances, communicate negative balances to parents/guardians, and manage collection efforts
- Create and submit reports to state agency for meal claim reimbursement
- Assist with audits by state agency of Nutrition Service program
- Researches, creates, inputs, formats, organizes and edits relevant data as needed or requested and prepares in a usable and professional format for administrators and supervisors.
- Independently answers routine questions and correspondence from staff not requiring supervisor’s attention.
- Completes a high volume of computer work, using District computer programs, to input data with speed and accuracy, including confidential data, in an environment with constant interruptions.
- Maintains and/or accesses computer and online district programs, such as the online staff training system, the Nutrition Services systems, the student information system, the volunteer tracking system, the HR/Payroll system, payment receipt systems, and other programs as needed.
- Tracks and orders all District Office general supplies (including copy room paper and supplies, break room coffee and water, and first aid supplies). Creates Purchase Order requisitions for supply orders or other Purchase Orders as needed, submits Purchase Orders to vendors, receives supplies upon arrival, and stocks supplies in appropriate location.
- Coordinates incoming/outgoing mail with mail courier. Open and distribute incoming mail.
- Responsible for use and care of copy machine, mail machine, and UPS machine, including reporting service needs, ordering supplies, and stocking machines.
- Schedules use of District Office conference rooms using Outlook calendar.
- Serves as temporary backup for other staff who are out of the office or unavailable, as appropriate.
- Pursues and acquires necessary training on an ongoing basis to ensure accuracy and compliance.
- Report issues to authorities as necessary, such as police, animal control, etc.
- Complies with applicable District, state, local and federal laws, rules and regulations.
- Other duties may be assigned as needed.
Event Scheduling, Coordination and Management
- Manages the District Facility Use program for all sites, which includes training of site administrators and school staff. First point of contact to assist with scheduling indoor and outdoor facilities, corresponding with and creating contracts for outside users, properly billing according to the fee schedule, and assisting with payment coordination and processing employee time sheets according to hours worked. Ensures building usage does not adversely affect district operations.
- Research, create, input, and edit relevant data in a usable format for Facilities and Events in the Crook County School District.
- Schedules conferences, programs, new employee trainings, and employee recognition events as required including creating schedule, contacting all invited parties, preparing confirmation and distributing materials to all parties.
- Complete a high volume of computer work with speed and accuracy using District computer programs, including confidential data, in an environment with frequent interruptions.
- Track expenditures and approve for payments in a timely manner.
- Professionally represent the school and the District in interactions with parents, community, staff, and students.
- Comply with applicable District, state, local and federal laws, rules and regulations.
- Attend work regularly; be prompt and reliable.
- Schedule events and organize tournaments and banquets and help host guest professionals that Crook County School District brings in for public and private activities.
- Maintain an interactive website with calendars, events and conferences.
- Organize and structure individuals or groups to perform tasks for various events.
- Communicate with other departments within CCSD as well as outside CCSD to coordinate small or large gatherings or events, athletic and non-athletic.
- Coordinate all event-related requirements, including but not limited to audio-visual, tables and seating, food, door signage and access, lighting, parking and billing.
MINIMUM 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 accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Education and/or Experience: At a minimum, successful candidates will have an Associate’s Degree and two years' related experience in a human resources office; or five+ years in an office setting with related experience preferred. Prior successful experience in human resources in the educational setting strongly preferred.
- Interpersonal Skills: Works well with others from diverse backgrounds. Focuses on solving conflict; maintaining confidentiality; listening to others without interrupting; keeping emotions under control; remaining open to others’ ideas and contributing to building a positive team spirit.
- Language Skills: Ability to communicate fluently verbally and in writing in English. Ability to respond to common inquiries or complaints from students, parents, staff, regulatory agencies or members of the community. Ability to effectively present information to directors, administrators, supervisors and the superintendent. Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write reports and business correspondence.
- Mathematical Skills: Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals.
- Reasoning Ability: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form.
- Computer Skills: Proficiency in the use of database software, internet software, e-mail, and word processing software. Ability to proficiently use the following programs strongly preferred: All MS Office Programs (such as Word, Outlook, Excel, PowerPoint, Publisher), and Visions. Ability to type accurately and proficiently.
- Other Skills and Abilities: Ability to appropriately communicate with staff at all levels, and others including vendors, law enforcement, and other agencies. Ability to exercise good judgment and work in an environment with frequent interruptions and competing priorities.
- Certificates, Licenses, Registrations: Certificates as determined by the District including a valid Oregon Driver License.
- Other Requirements: Professional conduct with all team members. Strict confidentiality, neutrality, collaboration, and a high level of interpersonal communication skills. Must have access to reliable transportation, and consistent attendance is required. Must adhere to the federal requirements of a drug-free workplace. Must pass criminal history background check.
WORKING CONDITIONS AND PHYSICAL REQUIREMENTS
- Length of Work Year: 260 days (year-round). Length of Work Day: 8 hours.
- The work environment is a standard office setting including standard office equipment (fax, copier, phone, computer, 10-key, etc.). The noise level in the work environment is usually low to moderate.
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 accommodations 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 talk or hear. The employee is frequently required to walk; sit; use hands for fine manipulation, handle or feel and reach with hands and arms using a keyboard and video display terminal. The employee is occasionally required to stand and stoop, kneel, crouch or crawl and climb stairs. The employee must regularly lift and/or move up to 10 pounds and occasionally up to 25 pounds. Specific vision abilities required by this job include close vision.
- Occasionally works beyond an eight-hour day and a five-day workweek scheduling events, attending meetings and school activities.
- Performs under heavy workloads and inflexible deadlines.
- Occasionally visit school sites to manage and/or coordinate events.
- The Coordinator needs to be able to lift materials, equipment or boxes weighing up to 30 pounds and/ or the ability to maneuver up to 50 pounds.
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Note: This is not necessarily an exhaustive or all-inclusive list of responsibilities, skills, duties, requirements, efforts, functions or working conditions associated with the job. This job description is not a contract of employment or a promise or guarantee of any specific terms or conditions of employment. The school district may add to, modify or delete any aspect of this job (or the position itself) at any time as it deems advisable.
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