Admin Specialist 4 - Operations

TIGARD-TUALATIN SD 23J; Tigard (OR); On-site; USD 27,000 - 36,000; Full time

Job summary

TIGARD-TUALATIN SD 23J's Hibbard Administration in Tigard, Oregon seeks an Administrative Specialist 4 to provide high-level secretarial and clerical support within the Operations Department.

Under the supervision of the Facilities Manager, you will handle procurement, contract management, purchasing, vendor relations, and essential office operations while maintaining accurate records and ensuring compliant processes across district programs.

Qualifications

• Graduation from high school or completion of GED certificate
• College level coursework or completion from secretarial/business school preferred
• One year of work in a school setting preferred
• Read, analyze and interpret technical journals, financial reports, and legal documents

Responsibilities

• Procurement: prepare purchase orders or bid requests and review requisitions for goods and services
• Contract Management: ensure adherence to policies and monitor contract performance
• Purchasing: receive, review, and act upon purchase requests
• Vendor Relations: negotiate with vendors to meet standards and timelines
• Operations Support: manage accounts payable, inspections scheduling, and facilities payments
• Customer Service: respond to stakeholder inquiries with professionalism and respect

Skills

Secretarial skills

Computer literacy

Record-keeping

Communication

Customer service

Education

High school diploma or GED

College level coursework/secretarial training

Experience in a school setting preferred

Tools

Word processing

Spreadsheets

Database systems

Job description

Admin Specialist 4 - Operations

TIGARD-TUALATIN SD 23J HIBBARD ADMINISTRATION - Tigard, Oregon Open in Google Maps

Job Details

Job ID: 5905456
Application Deadline: Sep 13, 2026 11:59 PM (Pacific Standard Time)
Posted: Aug 27, 2026 7:00 AM (UTC)

Starting Date: Immediately

Job Description

JOB TITLE: Administrative Specialist 4

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

X

Contract Management

X

Purchasing

X

Vendor Relations

X

Operations Support

X

Customer Service

X

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 is 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 theLrange 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.

Position Type: Full Time
Salary: $27.40 to $35.62 Per Year
Job Categories:

Support Staff > Administrative Assistant

Job Requirements

• Citizenship, residency or work visa required

Contact Information

• Kevin Montague , Director of Operations
• HIBBARD ADMINISTRATION
• Phone: [phone]
• Email: [e-mail]