Operations Manager/Executive Assistant

The Details

Oklahoma Public School Resource Center

Oklahoma City, OK
Posted on:
January 12, 2022
Job Type:
Full Time

Job Description

About the Oklahoma Public School Resource Center (OPSRC)

The OPSRC is a non-profit dedicated to improving all public schools throughout Oklahoma. In an effort to relieve the administrative burden on public schools, OPSRC provides technical services in the following areas: Finance, Technology, Legal, Teaching and Learning, and Communications.

Job Description

The Operations Coordinator/Executive Assistant is a critical member of the OPSRC Executive Team supporting the Executive Director and Deputy Director in managing the activities of the overall organization and supporting staff.

Primary Job Responsibilities

  • Manage the day to day office operations-- answering phones, office supplies, distribution of mail, maintenance of copy machines, office supplies, phone system, and meeting space logistics. (Requires in person 5 days/week)
  • Manage the Executive Director calendar, email inbox, and schedule meetings as necessary.
  • Manage the organizational shared calendar and assist outside organizations with scheduling rooms and space.
  • Manage day to day processing of accounts payable including monthly reimbursements for staff and contractors. Manage expense reports; processing reimbursements; and, produce reports as requested by organization, service area or granted program.
  • Manage all account receivables including: development of billing processes; school membership billing; billing for other services provided if needed; and working directly with schools to ensure they are billed appropriately dependent of funding requirements.
  • Assist staff in developing and instituting methods for quality control and accuracy in membership and other databases. (Salesforce and Freshdesk)
  • Maintain and monitor all fundraising and accounting systems and procedures capturing all pledges, billings and receipts and for the recording of all revenue transactions.
  • Process payroll on bi-weekly basis.
  • Provide clerical support to other areas within the organization; i.e. minor word processing, assisting in mass mailings, etc.
  • Take minutes organization meetings including team meetings and others as needed
  • Enforce policies and procedures and coordinate office policy changes with Deputy Director
  • Assist in special projects or events in support of the team and staff as needed.

Key Abilities and Attributes

  • Demonstrate capacity for exemplifying the values expected within the organization and for promoting the mission of OPSRC.
  • Confidentiality is paramount especially in relation to payroll work
  • Ability to work in a fast-paced environment.
  • Must be able to identify actions necessary to complete tasks and obtain results. Some analytical ability is required in order to gather and summarize data for reports, find solutions for various administrative problems and prioritize work.
  • Work requires an extensive knowledge of office functions and an excellent command of the English language.
  • Must be detail oriented, extremely organized and have a high level of interpersonal skills to handle sensitive and confidential information.
  • Passionate about public education: OPSRC is dedicated to identifying solutions to improve public school options for all children in Oklahoma. All employees will operate with a sense of urgency and possibility. Must be able to work collaboratively in a culturally and politically diverse community.

Minimum Qualifications

  • Associates or Bachelor’s Degree in business or related field preferred.
  • 3+ years of relevant professional experience.
  • Ability to use current versions of word processing, spreadsheet, presentation and publishing software applications including use of Google applications and calendaring.
  • Light travel may occasionally be required-- across Oklahoma for meetings or nationally for conferences. Must have a valid driver’s license and auto insurance.

Salary and Benefits

Salary for this position is competitive and depends on prior experience. In addition, a comprehensive benefits package is included.

Work Environment

The OPSRC main office is located in Oklahoma City at 309 NW 13th Street in a two-story structure with no elevator. Accommodations will be made for meetings on the first floor if needed. Some locations visited during the course of executing job duties may not be wheelchair accessible and some time may be spent participating in outside activities.

Physical Demands

While performing the duties of this job, the employee is regularly required to sit and use hands to finger, handle, or feel, such as keyboarding and writing. The employee frequently is required to reach with hands and arms and talk and hear. Must have visual acuity to read and draft reports, memos, letters, etc. Specific vision abilities required by this job include vision adequate for the incumbent to perform the responsibilities and functions of the job efficiently. Must be able to walk, climb stairs, kneel, crouch, crawl, and lift arms and hands above shoulder level. Must be able to lift and carry items up to 25 pounds occasionally. Must be able to manually operate and use a computer. Must be able to clearly hear and understand telephone conversations. Must be able to speak and communicate clearly.

The qualifications, physical demands and work environment described herein are representative of those an employee will encounter and must meet 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 requirements listed in this document are the minimum levels of knowledge, skills, or abilities.

Equal Opportunity Employer

To provide equal employment and advancement opportunities to all individuals, employment decisions at OPSRC will be based on merit, qualifications and abilities. OPSRC does not discriminate in hiring, promotion, or any other aspect of your employment on the basis of race, color, religion, gender, age, national origin, physical or mental disability, marital status, sexual orientation or any other characteristic protected by law.