Operations Supervisor Description

PINELLAS PREPARATORY ACADEMY, Inc.

Job Description

Operations Supervisor

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Job Title:                    Supervisor

Department:              Administration

Reports To:                Principals

FLSA Status:              Non Exempt

Prepared Date:           12/18/13

Approved By:             Board Liaison Committee

Approved Date:         

Hours:                         7:30 a.m. – 4:00 p.m. (M-F)

 

Pinellas Preparatory Academy, Inc’s Operations Supervisor coordinates all records, payroll, and accounts payable. The Operations Supervisor works under the Principals and assists in

overseeing the school finances including timesheets, resource allocation, budget oversight, fiscal

reporting, and supervision of office staff. The Operations Supervisor reports directly to the

Principals but is expected to work closely with the Board of Directors.

 

Essential Duties and Responsibilities:

  • Create and maintain a welcoming and efficient front office that emphasizes organization, professionalism, courtesy, flexibility, and teamwork
  • Carry out all procedures and responsibilities in accordance with PPA, Inc. policy
  • Payroll
    • Maintain PTO records for salaried staff
    • Review time and attendance for hourly employees
    • Process payroll to submit to payroll company
  • Work closely with the Principals to monitor expenses and budget
  • Make bank deposits
  • Maintain vendor and audit files
  • Research vendor contracts and pricing
  • Oversee purchasing process for PPA and PPA, Jr.
    • Process purchasing paperwork
      • Write purchase orders
    • Secure respective principal’s approval
  • Process invoices for payment
  • Print checks, process, and mail
  • Coordinate PPA, Inc. employee background and fingerprint checks
  • Process employee hiring and termination paperwork
  • Provide verification of employment when requested
  • Support faculty in coordinating substitute teachers
  • Process substitute teacher payments
  • Assist in the hiring of office staff
  • Supervise office staff
  • Conduct annual evaluations of office staff
  • Oversee the management of PPA, Inc. corporate documents, email, communicate with District, and maintain records/books
  • Maintain fingerprint & background log
  • Maintain teacher certification log
  • Act as notary
  • Backup for front office staff when needed
  • Perform additional work as assigned

 

 

Qualifications:

  • Working knowledge of a public school accounting system
  • Ability to prepare annual budget and financial statements
  • Basic computer skills
  • Good organizational skills
  • Ability to function independently and as part of a team
  • Communicate effectively

 

Education and/or Experience:

  • Bachelor’s Degree and two to five years related experience and/or training; or Associates degree with four to seven years related experience; or ten to fifteen years related experience in lieu of a degree.

 

Language Skills:

  • Requires the ability to read a variety of correspondence, reports, forms, applications, purchase orders, test results, etc.  Requires the ability to prepare correspondence, reports, presentations, newspaper articles, requisitions, forms, evaluations, budgets, etc. using prescribed formats and confirming to all rules of punctuation, grammar, diction, and style.  Requires the ability to speak before groups of people with poise, voice control and confidence.

 

Mathematical Skills:

  • Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions and decimals.  Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

 

Reasoning Ability:

  • Ability to define problems, collect data, establish facts, and draw valid conclusions.  Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.

 

Computer Skills:

  • To perform this job successfully an individual should have knowledge of accounting software, order processing systems, spreadsheet software, and word processing software.

 

Physical Demands:

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 to essential functions.

 

  • While performing the duties of this job the employee is regularly required to talk or hear.  The employee is frequently required to sit.  The employee is regularly required to stand; walk and use hands to finger, handle or feel.  The employee must frequently lift and/or move up to 20 pounds.  Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

 

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

  • The noise level in the work environment is usually moderate.

 

Competency:

To perform the job successfully an individual must demonstrate the following competencies:

 

  • Analytical – Collects and researches data; uses intuition and experience to complement data.
  • Design – Generates creative solutions.
  • Problem Solving – Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in group problem solving situations; uses reason when dealing with emotional topics.
  • Interpersonal Skills – Focuses on solving conflict, not blaming; maintains confidentiality; listens to others without interruptions; keeps emotions under control.
  • Oral Communication – Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; demonstrates group presentation skills; participates in meetings.
  • Written Communication – Writes clearly and informatively; edits work for spelling and grammar; varies writing style to meet needs; presents numerical data effectively; able to read and interpret written information.
  • Teamwork – Balances team and individual responsibilities; gives and welcomes feedback; contributes to positive team spirit; able to build morale and group commitments to goad and objectives.
  • Visionary Leadership – Displays passion and optimism; inspires respect and trust; mobilizes others to fulfill the vision; provides vision and inspiration to peers and subordinates.
  • Leadership – Exhibits confidence in self and others; inspires and motivates others to perform well; accepts feedback from others; gives appropriate recognition to others.
  • Managing People – Include staff in planning, decision-making, facilitating, and process improvement; makes self available to staff; develops subordinates’ skills and encourages growth.
  • Cost Consciousness – Works within approved budget; develops and implements cost saving measures.
  • Diversity – Shows respect and sensitivity for cultural differences; educates others on the value of diversity; promotes a harassment-free environment.
  • Ethics – Tests people with respect; inspires the trust of others.
  • Organizational Support – Follows policies and procedures completes administrative tasks correctly and on time.
  • Strategic Thinking – Develops strategies to achieve organizational goals.
  • Judgment – Exhibits sound and accurate judgment makes timely decisions.
  • Motivation – Sets and achieves challenging goals; demonstrates persistence and overcomes obstacles.
  • Professionalism – Approaches others in a tactful manner; reacts well under pressure; treats others with respect and consideration regardless of their status or position.
  • Dependability – Takes responsibility for own actions.
  • Initiative – Volunteers readily.
  • Innovations – Develops innovative approaches and ideas.

 

 

 

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