School Office Support Specialist - Organizational Learning

School Office Support Specialist

The School Office Support Specialist works in coordination with the School Office Operations Manager by providing operational, training, and school site support to school office personnel across the district. This position supports the planning, coordination, and delivery of professional learning; assists with onboarding and coaching of new and existing office staff; provides temporary site coverage during vacancies and extended absences; offers procedural guidance and day-to-day operational assistance; and helps maintain standardized operational procedures, training resources, and documentation.

Key Responsibilities:

Professional Learning & Staff Development

• Provides temporary site coverage during vacancies, extended absences, and staffing transitions while modeling district procedures and supporting school office personnel.
• Provides onboarding, individualized training, and operational coaching to newly hired, transferred, and existing school office staff as directed by the School Office Operations Manager.
• Assists the School Office Operations Manager with planning, organizing, coordinating, and facilitating professional learning for school office personnel.
• Supports the development, preparation, and distribution of professional learning materials, presentations, operational resources, and training documentation.
• Assists the School Office Operations Manager in identifying staff development needs through feedback, school site visits, and collaboration with school office personnel.
• Reinforces district procedures and best practices by providing follow up support and coaching after professional learning sessions.
• Assists with special projects and other professional learning initiatives related to school office operations as assigned by the School Office Operations Manager.

Office Operations & Protocols

• Assists the School Office Operations Manager with developing, maintaining, and updating the School Office Procedures Manual, standard operating procedures (SOPs), checklists, forms, and operational resources.
• Provides temporary site coverage during vacancies, extended staff absences, and periods of increased operational need to ensure continuity of school office operations.
• Provides procedural guidance and day to day operational assistance to school office personnel to support the consistent implementation of district policies, procedures, and best practices.
• Serves as an on site resource to assist campuses with operational questions, problem solving, and implementation of school office procedures.
• Assists school office personnel with questions related to attendance, enrollment, withdrawals, records management, visitor management, volunteer procedures, and other school office operations.
• Assists with identifying operational challenges and communicates recommendations for process improvements to the School Office Operations Manager.
• Helps organize and maintain operational resources, forms, documentation, and reference materials.
• Supports the implementation of school office safety and security procedures.

Collaboration, Communication & Customer Service

• Serves as one of the first points of contact for school office personnel seeking operational guidance, assistance, and support under the direction of the School Office Operations Manager.
• Collaborates with school sites to communicate updates, clarify district procedures, and support the timely resolution of operational questions.
• Ensures the consistent implementation of district policies, procedures, and best practices across school offices.
• Assists the School Office Operations Manager with coordinating department presentations, communications, and informational resources for school office personnel.
• Provides timely responses, follow up, and procedural guidance to school office staff and administrators.
• Promotes exceptional customer service by fostering positive, collaborative, and professional relationships with school personnel and district departments.
• Communicates recurring operational concerns, trends, and recommendations to the School Office Operations Manager to support continuous improvement and districtwide consistency.
• Builds collaborative relationships with district departments to assist school office personnel.

Continuous Improvement & Operational Support

• Assists the School Office Operations Manager with implementing districtwide operational improvement initiatives.
• Assists in reviewing school office procedures and identifying opportunities to improve operational efficiency, consistency, and customer service.
• Identifies recurring operational questions, trends, and challenges and communicates recommendations to the School Office Operations Manager to support improvements in procedures, resources, and professional learning.
• Participate in school site visits to provide operational support, coaching, observe office practices, and identify additional training and support needs.
• Collects and organizes operational data, feedback, and documentation to support continuous improvement initiatives and informed decision making.
• Assists with developing, maintaining, and updating standardized procedures, operational resources, and training materials to promote consistency across all school offices.
• Assists with maintaining districtwide project timelines, implementation plans, and operational resources related to school office operations.
• Supports the implementation of district initiatives, new processes, and operational changes impacting school office personnel.

Required Qualifications:

• Earned a high school diploma or GED equivalent.
• Three years of office experience.
• Three years of experience in a public school district.

Preferred Qualifications:

• Associate's degree in financial management, business administration, or related field.
• Three years of school office experience.
• Experience providing professional learning to various audiences.

Skills & Competencies:

• Understanding current strategies and best practices related to the area of assignment.
• Making data-informed decisions and seeking continuous improvement.
• Cultivating a culture of high performance.
• Engaging and fostering positive and productive relationships with various stakeholders.
• Effective planning and organizational ability.
• Developing and providing professional learning to various stakeholders.
• Interpreting federal/state laws, Governing Board policies and regulations, and working condition agreements.
• Facilitating and/or participating in collaborative teams.
• Having effective skills in interpersonal relationships, communication, organization, leadership, decision making and problem solving.
• Understanding current strategies related to the area of assignment.
• Researching, identifying, and implementing new concepts and practices.
• Forecasting trends.
• Planning and implementing short- and long-range goals.
• Stringently maintains confidentiality.
• Leveraging the use of Microsoft, Google, and other programs/systems.

Work Environment & Physical Requirements:

• Work is primarily performed in a standard office environment.
• Frequent travel to schools across the district.
• Occasional extended hours may be required.
• Frequent interaction with administrators, school office personnel, and department leadership.
• May be exposed to varying school site conditions, including active office, classroom, and campus environments.
• Subject to frequent interruptions, changing priorities, and shifting deadlines.
• Primarily office-based with standard office equipment.
• Potential exposure to moderate noise levels typical of office environments.
• Ability to sit for extended periods.
• Frequent walking, standing, and light physical activity.
• Occasional lifting, carrying, and transporting (generally up to 25 pounds).
• Requires sufficient vision, hearing, and speech abilities.
• Ability to operate standard office equipment.
• Requires the ability to drive to various locations.
• Frequent use of hands for typing and handling documents.
• Occasional standing, walking, bending, and reaching.

Equal Opportunity Employer Statement:

Mesa Public Schools is an equal opportunity employer and complies with all applicable federal, state, and local laws regarding equal employment opportunity and anti-discrimination. The District strictly prohibits and does not tolerate discrimination against employees, applicants, or any other covered persons because of race, color, religion, creed, national origin or ancestry, ethnicity, sex (including gender, pregnancy, sexual orientation, and gender identity), age, physical or mental disability, citizenship, past, current, or prospective service in the uniformed services, genetic information, or any other characteristic protected under applicable federal, state, or local law. Applicants and employees may contact Human Resources to request reasonable accommodation needed to perform the essential functions of this position.