Bilingual School Operations Associate

The Operations Associate is a critical position for the functioning of the school, reporting to the Director of Operations. The Operations Associate has ongoing responsibilities in supply management, ordering, shipping, receiving, and distribution of materials, maintaining the teacher workroom, scheduling and managing transportation for all school trips, managing Capital City’s building assets, and more. This job description outlines the primary duties of the position, but the Director of Operations may assign additional responsibilities as needed.

This is a 12-month position which is exempt and therefore not eligible for overtime pay under the provisions of the Fair Labor Standards Act.

Physical strength is an essential requirement of the role and will include movements like lifting, pushing, bending, pulling, and organizing. The role will require regular receiving of boxes and packages, sometimes up to 50 lbs., and will use or operate weight management assistance devices like dollies, carts, handtrucks, and pallet jacks.

The responsibilities of the School Operations Associate include:

Supply Management

• Manage the ordering process for each campus and Central Office staff.
• Assist in the development and implementation of supply order systems.
• Provide training to staff on ordering procedures and enforce policies.
• Responsible for the beginning of the school year consumable/non-consumable orders and distribution.
• Receive and track all instructional materials office supply orders.
• Maintain organized supply rooms, surplus materials and perform quarterly inventory.
• Develop and maintain positive relationships with vendors.

Asset Management

• Maintain records of Capital City building assets including furniture.
• Work with the IT team to order, secure, and catalogue tech assets and digital materials.

Shipping/Receiving/Distribution

• Receive and sign for deliveries.
• Ensure an accurate invoice is received and processed for payment for each delivery.
• Hold and file receipts for purchase reconciliation.
• Ensure timely distribution of deliveries to recipients.
• Ensure quality control of all ordered items, including managing necessary returns.
• Breaking down cardboard boxes prior to disposal.

Teacher Workroom (TWR)/Campus Staff Lounges & Vending Machines

• Regularly stock the teachers workroom with all supplies.
• Maintain school aesthetics at a high level by keeping the TWR clean and fully stocked.
• Manage TWR laminator and front desk postage meter and schedule necessary repairs.
• Monitor coffee and vending machines: including ordering and stocking coffee supplies, reporting operation issues, scheduling maintenance, handling reimbursement processes when the machine doesn’t operate correctly.

Support to Spanish-speaking families and community members

• Provide translation of operations communications to families, health notices and other materials into Spanish as needed.
• Assist nurses in communicating with students or parents in Spanish, as needed.
• Serve as a general resource for Spanish-speaking families.

Daily Operations/Special Projects

• Schedule and manage annual school picture day, including: individual student photo day, class/grade photo day, student ID ordering, and staff photos/IDs.
• Schedule and manage transportation services for all student field trips and fieldwork including: liaison between bus and charter services and organizing school staff members.
• Support all aspects of school operations including health, meal service, front desk, maintenance, custodial, support traffic duty during arrival and dismissal as needed.
• Assist in logistics planning and implementation for internal and external events that may include unlocking doors, transporting materials, guiding visitors. This may involve occasional evening or weekend hours.
• Assist with staff key and ID distribution, as needed.
• Assist with photocopying, mailings, data entry, filing, etc., as needed.
• Other duties as assigned by the Director of Operations, Business Manager or COO.

Other duties as assigned

This position is ineligible for recurrent telework. Job duties are expected to take place in-person at Capital City.

Desired Qualifications:

Minimum required qualifications:

• Bachelor's degree preferred
• Prior experience as an operations assistant in a school setting is preferred
• Strong and professional oral and email communication skills
• Proficiency with databases, spreadsheets, word processing software and email (Capital City uses the GoogleSuite)
• Customer service oriented, dependable, show initiative, self-motivated and able to work independently as well as with and on a team
• Highly organized, demonstrate meticulous attention to detail
• Able to prioritize tasks and multitask on competing projects
• Flexible and able to adjust to unexpected schedule changes
• Friendly, professional and comfortable interacting with a variety of people including vendors, colleagues, students and other professionals
• Spanish fluency is required

In addition to the above requirements, staff members must meet the requirements of all hires at Capital City including a criminal background check and a negative TB test.

About Our School

Capital City was founded in 2000 and currently serves a diverse population of nearly 1,000 students across PK-12th grade. We have been recognized as a model for social, emotional and academic development. Our program emphasizes a commitment to diversity and equity, a strong inclusion model and the integration of arts into the curriculum. We are a credentialed EL Education Mentor School (https://eleducation.org/) in the national network of over 150 schools. Through this model, teachers craft long-term learning expeditions that connect learning to the real-world and incorporate projects, research, fieldwork, and service to support students in meeting rigorous standards. Learn more at www.ccpcs.org.

Capital City is an equal-opportunity employer. We do not discriminate on the basis of race, color, national origin, marital status, religion, sex, age, sexual orientation, disability, or any other protected status. All employment decisions will be made solely on the basis of the individual's qualifications as related to the requirements of the position being filled.