Administrative Support Specialist, Technology – CO

Dublin City Schools; Dublin (OH); On-site; USD 66,191,000 - 73,241,000; Full time

Job summary

Dublin City Schools in Dublin, Ohio seeks an Administrative Support Specialist for the Technology department to support day-to-day IT operations, inventory, and communications for students and staff. The role handles purchasing, records, and service notifications.

The ideal candidate has an associate degree or higher, strong Google Workspace and Excel skills, and 3–5 years of admin experience in procurement or IT support, with a focus on accuracy, privacy compliance (FERPA), and professional

Qualifications

• Associate degree or higher in Business Administration, Information Technology, Operations Management, or a related field preferred.
• Advanced proficiency in Google Workspace and Microsoft Office (Excel/Sheets for data manipulation).
• Experience with district ERP/purchasing software and dedicated IT Asset Management
• Three to five years of successful administrative experience, with preference given to candidates possessing a background in procurement, inventory control, or IT department support.
• The ability to interact professionally with school staff, students, vendors, and the public, both by phone and in person.
• Detail-oriented with processing purchase orders, reconciling invoices, maintaining hardware inventory, and asset-tagging workflows.
• Ability to handle confidential matters in compliance with FERPA, Ohio Student Data Privacy laws, and district policies.
• Strong written and oral communication skills.
• Self-motivated with the ability to set priorities, multi-task, and work under pressure.
• Ability to lift up to 35 pounds for receiving shipments and tagging hardware.

Responsibilities

• Manages the end-to-end purchasing process across general funds, E-Rate, and grant accounts.
• Maintains and reconciles departmental budgets, accounts, and district purchasing; reconciles invoices for payment.
• Coordinates shipping, receiving, unboxing, and secure storage of IT equipment.
• Maintains electronic records of inventory, software licenses, and surplus/e-waste equipment.
• Ensures FERPA, COPPA, and Ohio Student Data Privacy laws are followed in data handling.
• Prepares and disseminates technology-related materials and notices to district staff.
• Maintains appointment schedules and coordinates deployment meetings and travel for Technology administrators.
• Designs forms, presentations, and procedural documentation with software tools.
• Communicates outstanding tech fees, damaged device reports, and payment procedures to parents/guardians.
• Ensures student safety; maintains professional relationships; upholds confidentiality.
• Performs other duties as assigned by the Superintendent or designee.

Skills

Communication

Organization

Data entry

Attention to detail

FERPA compliance

Education

Associate degree or higher in related field

Tools

Google Workspace

Microsoft Office (Excel/Sheets)

ERP software

IT Asset Management

Job description

TITLE: Administrative Support Specialist, Technology – CO

JOB STATUS: FLSA Overtime Eligible

REPORTS TO: Executive Director of Technology and Information or Designee

DEPARTMENT: Technology

PAY RANGE: FIVE (5)

POSITION SUMMARY:

The Administrative Support Specialist provides administrative and organizational support for the Department of Technology in service of the district’s students and staff. Working in a PK-12 educational setting, the position supports the department’s day-to-day technology operations, recordkeeping, and communications.

JOB QUALIFICATIONS:

• An Associate Degree or higher in Business Administration, Information Technology, Operations Management, or a related field preferred.
• Advanced proficiency in Google Workspace and Microsoft Office (specifically Excel/Sheets for data manipulation).
• Experience with district ERP/purchasing software and dedicated IT Asset Management
• Three to five years of successful administrative experience, with preference given to candidates possessing a background in procurement, inventory control, or IT department support.
• The ability to professionally and courteously interact with school staff, students, vendors, and the public, both by phone and in person.
• Demonstrated attention to detail required for processing purchase orders, reconciling invoices, maintaining accurate hardware inventory, and executing asset-tagging workflows.
• An ability to handle confidential mattersstrictly adhering to FERPA, Ohio Student Data Privacy laws, and district policies regarding staff and student data housed within IT systems.
• Strong written and oral communication skills.
• Self-motivated with the ability to set priorities, multi-task, manage time-sensitive requisitions, and work efficiently under pressure with minimal direct supervision.
• Ability to safely lift, carry, and maneuver equipment up to 35 pounds without assistance (required for receiving shipments and tagging hardware).
• Such alternatives to the above qualifications as the Board of Education may find appropriate and acceptable.

ESSENTIAL DUTIES:

• Manages the end-to-end purchasing process, including gathering vendor quotes, inputting requisitions, and tracking purchase orders across general funds, E-Rate, and specific grant accounts.
• Maintains and reconciles departmental budgets, accounts, and district purchasing. Reconciles vendor invoices against received goods to authorize payment.
• Coordinates the shipping, receiving, unboxing, and secure storage of incoming IT equipment.
• Maintains accurate electronic records of current inventory, software licenses, and surplus/e-waste equipment.
• Ensures all administrative data handling strictly adheres to FERPA, COPPA, and Ohio Student Data Privacy laws.
• Prepares and disseminates technology-related materials, service outage notices, and procedural updates to district staff utilizing email, internal portals, and other communication systems.
• Maintains appointment schedules, arranges deployment meetings, and handles conference/travel arrangements for Technology administrators.
• Utilizes software applications to design forms, presentations, and procedural documentation.
• Drafts and distributes clear, professional communications to parents/guardians regarding outstanding tech fees, damaged device reports, and payment procedures.
• Ensures the safety of students.
• Establishes and maintains cooperative professional relationships.
• Remains free of any alcohol or nonprescription controlled substance and abuse of any prescribed controlled substance in the workplace throughout employment in the district.
• Exhibits professional behavior, emotional stability, and sound judgment.
• Serves as a role model for students in how to conduct themselves as citizens and as responsible, and intelligent human beings.
• Understands the legal responsibility to help instill in students the belief in, and practice of, ethical principles and democratic values.
• Maintains confidentiality and respect for confidential information at all times.
• Other duties as assigned by the Superintendent or his/her designee.

TERMS OF EMPLOYMENT:

261 days (251 work days and 10 paid holidays); 8 hours per day, excluding lunch; number of days of vacation, holidays, and salary as determined by Negotiated Agreement. Work year to be established by the Board.

SALARY:

starting hourly rate $23.10/HR – $25.57/HR

The qualifications listed above are intended to represent the education, experience, skill and ability levels typically needed to successfully perform the essential duties contained in this job description. The qualifications should not be viewed as individual absolute standards, but considered holistically with other position-related criteria.

The Dublin City School District is an Equal Opportunity Employer and as such does not discriminate on the basis of race, color, sex, age, religion, national origin, ancestry, disability, veteran status, marital status, or any other status protected by law.