Central Office Operations Specialist

ServingSchools; Hallowell (ME); On-site; USD 41,000 - 48,000; Full time

Job summary

ServingSchools is seeking a Central Office Operations Specialist to support the District’s Central Office by cross-training in Accounts Payable, Accounts Receivable, Payroll, Human Resources, and Admin Support. The role acts as a primary backup during employee absences and periods of increased workload to ensure continuity of essential Central Office functions.

The position emphasizes confidentiality, multi-functional coverage, and proactive process improvement across finance and administration

Qualifications

• High School Diploma required; associate or bachelor degree preferred.
• Experience in business/finance/payroll/HR environment preferred.
• Strong computer skills and ability to learn multiple software systems.

Responsibilities

• Cross-train in major Central Office functions (AP, AR, Payroll, HR, Admin Support).
• Provide backup coverage during absences or high workload periods.
• Support AP/AR tasks including invoices, POs, payments, and vendor records.
• Support payroll processing, timekeeping, deductions, and reconciliations.
• Assist HR with onboarding/offboarding, records, benefits, and leave administration.
• Provide executive/administrative support to the Superintendent and Central Office leadership.
• Maintain records and documentation with strict confidentiality.
• Assist with data entry, reporting, and cross-functional projects.

Skills

Strong organizational skills

Time management

Multitasking

Education

High School Diploma

Associate or Bachelor degree

Tools

Payroll Software

HRIS

Job description

The Central Office Operations Specialist will support the efficient and continuous operation of the District’s Central Office by serving as a cross-trained member of the Central Office Administration team. The Central Office Operations Specialist learns and supports key functions within Accounts Payable, Accounts Receivable, Payroll, Human Resources, and Executive/Administrative Support and serves as a primary backup during employee absences, leaves, vacations, vacancies, and periods of increased workload. The position is designed to provide operational flexibility, strengthen internal capacity, and ensure continuity of essential Central Office functions.

ESSENTIAL DUTIES AND RESPONSIBILITIES (Other Duties May Be Assigned)

• Cross-train in major Central Office operational functions, including Accounts Payable, Accounts Receivable, Payroll, Human Resources, and Executive/Administrative Support.
• Maintain sufficient working knowledge of assigned Central Office functions to provide effective backup coverage during employee absences, vacations, leaves, vacancies, transitions, and periods of increased workload.
• Provide Accounts Payable and Accounts Receivable support, which may include processing invoices, purchase orders, payments, deposits, receivables, vendor records, account reconciliations, filing, and related financial documentation.
• Provide payroll support, which may include reviewing payroll documentation, processing employee payroll information, reviewing time and attendance records, maintaining payroll records, assisting with deductions and adjustments, and supporting payroll processing and reconciliation.
• Provide Human Resources support, which may include employee onboarding and offboarding, maintaining personnel records, processing employment documentation, assisting with benefits and leave administration, maintaining employee information systems, and responding to routine employee questions.
• Provide Executive and Administrative Support, which may include correspondence, scheduling, meeting preparation, document preparation, record maintenance, DOE reporting, communication, and other administrative functions supporting the Superintendent and Central Office leadership.
• Assist with data entry, reporting, reconciliation, recordkeeping, and document management across Central Office functions.
• Maintain accurate and organized electronic and paper records in accordance with District procedures and applicable record-retention requirements.
• Maintain strict confidentiality regarding employee, payroll, personnel, financial, student, and other sensitive District information.
• Develop and maintain written procedures, checklists, calendars, and other documentation necessary to facilitate effective cross-training and continuity of operations.
• Assist Central Office staff with projects, deadlines, audits, reporting requirements, year-end processes, and other periods of increased workload.
• Work collaboratively with Central Office staff to identify areas where additional cross-training or backup coverage is needed.
• Provide temporary coverage of essential duties when a Central Office employee is unavailable, prioritizing functions necessary to maintain uninterrupted District operations.
• Participate in training and professional development necessary to maintain and expand knowledge of assigned operational areas.
• Learn new systems, processes, and responsibilities as Central Office operations, staffing, technology, and District needs change over time.
• Provide general Central Office administrative support as needed.
• Perform other responsibilities as assigned by the Director of Finance and/or Superintendent.

Qualifications

To perform the job successfully, an individual must be able to perform the essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required:

• Current Criminal History Records Check (CHRC) approval by the Maine Department of Education.
• High School Diploma or equivalent required; Associate’s or Bachelor’s degree in business, accounting, human resources, public administration, or related field preferred.
• Experience in a business, finance, payroll, human resources, or administrative office environment preferred.
• Strong computer skills and the ability to learn and effectively use multiple financial, payroll, human resources, and administrative software systems.
• Strong organizational skills with the ability to manage multiple priorities, meet deadlines, and shift responsibilities based on operational needs.
• Ability to work accurately with financial and confidential information.
• Strong oral and written communication skills.
• Ability to work effectively and positively with employees, administrators, vendors, members of the public, and other stakeholders.
• Ability to maintain a high level of confidentiality and exercise sound judgment.
• Willingness and ability to learn multiple Central Office functions and continually develop knowledge and skills as District needs evolve.

Ability To

• Read with comprehension, write clearly, and perform mathematical calculations accurately.
• Understand and apply District policies, procedures, collective bargaining agreements, employment agreements, and other job-related information.
• Follow verbal and written instructions through completion.
• Communicate clearly and effectively with employees, administrators, vendors, and members of the public.
• Maintain confidentiality when working with employee, payroll, financial, student, and other sensitive information.
• Learn and effectively utilize multiple software systems and administrative processes.
• Perform detailed financial, payroll, personnel, and clerical tasks with a high degree of accuracy.
• Organize and prioritize work while managing multiple assignments and deadlines.
• Adapt quickly to changing assignments and move between functional areas based on Central Office needs.
• Work independently while also functioning effectively as a member of the Central Office team.
• Maintain accuracy and attention to detail when working under pressure or during periods of increased workload.
• Learn new responsibilities, systems, and procedures as the needs and structure of Central Office operations evolve.

Terms Of Employment

Full-time, year-round position with salary, benefits, work year, and working conditions established by the School Board and/or individual employment agreement.

Salary:

$30-$35.00 per hour.

Regional School Unit 2 is an Equal Opportunity Employer