Operations Specialist (Administration Building)

Loudoun County Public Schools; Ashburn (VA); On-site; USD 45,460 - 57,859; Full time

Job summary

Loudoun County Public Schools is seeking a Facilities Services Coordinator to oversee the Administration Building mailroom, copy center, room facility use, and front desk operations. This role ensures timely, professional support to LCPS staff and the community.

Responsibilities include managing equipment, vendor contracts, inventory, budgeting for copy center and mailroom, coordinating invoices, and supervising staff. Strong organizational and communication skills are essential.

Qualifications

• Knowledge of copy center and mailroom operations
• Good human relations and communication skills
• Excellent organizational skills with attention to detail
• Knowledge of standard office software such as spreadsheets, databases, word processing, budgeting, and facility use procedures
• Ability to process technical computer software applications to maintain accurate and complete records

Responsibilities

• Oversees equipment, services, supply ordering, and staff for the Administration Building Copy Center, which provides access to large and specialty copy orders for 90 schools and all central office components.
• Manages vendor outsourcing contracts for services which cannot be completed in-house based on bandwidth or equipment available.
• Tracks the status of and facilitates purchase of and repairs to equipment in the copy center and mailroom.
• Communicates and answers questions from schools and other LCPS organizations.
• Facilitates inventory of all supplies in both the copy center and the mailroom, maintaining the budget for each.
• Coordinates the development of invoices for schools for specialty or elective copy jobs, and tracks collection of payments.
• Continually assesses staffing levels and contract available to complete planned work; define work shifts for copy center as needed.
• Oversees staff setting up and breaking down rooms for meetings on the first floor of the Administration Building.
• Maintains accurate records of copy center and mailroom requests and volume to inform workflow, staffing, and future budgets.
• Provides daily oversight for all copy center and mailroom employees.
• Remains up to date with technology needs to facilitate copy center and mailroom operations; coordinates with vendors and other LCPS organizations to ensure appropriate implementation, as needed.
• Works closely with the DDI and custodial staff to make sure the appropriate technical equipment is available, and setup are completed.

Skills

Copy center operations

Mailroom operations

Communication skills

Organizational skills

Office software

Record keeping

Education

Bachelor's Degree

Job description

Job Overview

This position is responsible for overseeing the Administration Building mailroom, copy center, room facility use, and front desk operations. This employee manages all mail and copy functions, including correspondence with schools and other central office organizations related to copy center services. This position will also assist in providing backup to the Administration Building Coordinator, by assisting in timely, responsive, effective, and professional support to LCPS employees and community.

Roles and Responsibilities

The following information is intended to describe the overall nature and scope of the work being performed. This is not a comprehensive listing of all responsibilities or tasks; work may differ and other work may be assigned when deemed appropriate.

• Oversees equipment, services, supply ordering, and staff for the Administration Building Copy Center, which provides access to large and specialty copy orders for 90 schools and all central office components.
• Manages vendor outsourcing contracts for services which cannot be completed in-house based on bandwidth or equipment available.
• Tracks the status of and facilitates purchase of and repairs to equipment in the copy center and mailroom.
• Communicates and answers questions from schools and other LCPS organizations.
• Facilitates inventory of all supplies in both the copy center and the mailroom, maintaining the budget for each.
• Coordinates the development of invoices for schools for specialty or elective copy jobs, and tracks collection of payments.
• Continually assesses staffing levels and contract available to complete planned work; define work shifts for copy center as needed.
• Oversees staff setting up and breaking down rooms for meetings on the first floor of the Administration Building.
• Maintains accurate records of copy center and mailroom requests and volume to inform workflow, staffing, and future budgets.
• Provides daily oversight for all copy center and mailroom employees.
• Remains up to date with technology needs to facilitate copy center and mailroom operations; coordinates with vendors and other LCPS organizations to ensure appropriate implementation, as needed.
• Works closely with the DDI and custodial staff to make sure the appropriate technical equipment is available, and setup are completed.

Qualifications

Below are the minimum qualifications for this job. Equivalent combinations of education and experience are also acceptable.

Education

Bachelor's Degree

Experience

—

Licenses and Certifications

—

Knowledge, Skills, and Abilities

• Knowledge of copy center and mailroom operations
• Good human relations and communication skills
• Excellent organizational skills with attention to detail
• Knowledge of standard office software such as spreadsheets, databases, word processing, budgeting, and facility use procedures
• Ability to process technical computer software applications to maintain accurate and complete records

Physical Requirements

The following provides a brief description of physical requirements for this job: While performing the duties of this job, the employee is regularly talking. expressing or exchanging ideas by means of the spoken word. The employee must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly. The employee must possess normal cognitive abilities including the ability to learn, recall and apply certain practices and policies. Frequently sitting and/or remaining in a stationary position for long periods of time. Exerting up to 25 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. May occasionally be exposed to extreme temperatures or other inclement weather, and loud noises.

Reports to: Coordinator, Administration

FLSA Status: Non-Exempt

Months/Days/Hours: 12 months / 254 days / 8 hours

Salary Level: Universal/Scale B.1 - Level 10

Salary Scale: https://www.lcps.org/compensation

Salary Range: $33.29 - $42.89

Remote Work Eligible: No

Union Designation: Non-Union