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Pflaum - Director of Administrative/Auxiliary Services - 1.0 FTE

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Administrative Services

Pflaum Road Building

Pflaum - Director of Administrative/Auxiliary Services - 1.0 FTE

81,681.60 - 100,068.80

Posting Closing Date: 01/14/22 - or until position is filled

Why You Should Work with MMSD!

The Madison Metropolitan School District (MMSD) is committed to Becoming a Model School District by striving to provide an anti-racist, culturally responsive, and inclusive atmosphere. MMSD actively seeks and encourages women and candidates of color to apply.

We have a simple but bold vision - to ensure that every school is a thriving school, that prepares every student to graduate from high school ready for college, career and community. We welcome applicants who will actively contribute to our ongoing commitment to making MMSD a thriving, welcoming environment for all students, families and staff.

We firmly believe in and are here to create a work environment that is challenging and rewarding, while supporting employees in their career path. We strive to provide, encourage, grow and develop a talented workforce that better supports and represents the diversity of our student population.

It is important that we implement all COVID-19 mitigation strategies to keep students and staff safe. As such, it is a condition of employment with MMSD that all staff are fully vaccinated against COVID-19. All new employees must upload their vaccination information within 48 hours of beginning employment with MMSD. Information on MMSD's vaccination plan, is located at: https://staff.madison.k12.wi.us/hr/required-staff-vaccination-plan

Purpose of Position:

The purpose of this position is to direct Administrative Services Department staff and manage related resources; plan and provide purchasing, transportation, and administrative services (including receiving, warehouse/distribution, print management); and provide professional/technical advice to District staff, vendors and the public as needed.

Essential Duties and Responsibilities:

  • Directing the operations, budget development and administration of all functions within the Administrative Services Department, while ensuring compliance with State and Board of Education policies, maintaining accurate documentation of expenditures, and gathering/preparing information for State and Federal reports. These functions include: Pupil Transportation, Purchasing, Receiving, Warehousing, Library Media Processing, Daily In-District Delivery Services, Printing and Mail Services, Record Retention, Vending Services, and Surplus Asset Management.
  • Directing pupil transportation services to and from MMSD public and private schools within the District attendance area. Directing activities related to analyzing and forecasting transportation needs/costs relative to attendance areas, determining student eligibility, developing and maintaining bus routes, and monitoring safety, efficiency, and cost control guidelines. Resolving customer service issues and concerns related to transportation and facilitates meetings with contractors, MMSD administrators/staff and parents. Directing process related to parent transportation contracts including recommendation of reimbursement cost calculation.
  • Providing direction as the overall contract administrator for transportation services. Representing MMSD as it relates to the City of Madison and services provided to students serviced by Madison Metro Transit System. Responding to transportation issues beyond traditional business hours, which includes, but is not limited to: decision-making/calling process for school closings related to weather; calls related to bus accidents, missing children or other safety/security issues.
  • Developing strategies to assure effective/efficient materials management functions consistent with District policies. These strategies support materials supply in order to meet the quality, cost, and delivery objectives of the District. Overseeing research and evaluation of new products for suitability, price and effectiveness for District use.
  • Overseeing the research of contracts available to MMSD through other municipal groups or purchasing cooperatives. Preparing/analyzing related contract comparisons. Developing implementation strategies related to new contracts.
  • Directing activities related to preparing, developing, and fairly/consistently analyzing Bid, Request for Proposal, Request for Quotation documents that accurately reflect District standards and specifications, while complying with District goals. Monitoring vendor performance of awarded contracts on an ongoing basis.
  • Overseeing the administration of the District's Procurement Card program and policies.
  • Providing direction related to process improvement efforts and applicable software testing, utilization, and training (financial management, routing, etc.).
  • Overseeing Central Receiving activities to ensure accurate and timely receipt of supplies and materials as well as to provide appropriate documentation to support receipt and subsequent vendor payment. Overseeing the direction of incoming deliveries to accommodate space and staffing constraints.
  • Overseeing Central Stores operation which determines appropriate products that are best supplied to District staff via a perpetual inventory system versus purchasing directly from a vendor. Maintaining adequate supply of inventory to meet demand while minimizing unnecessary carrying cost.
  • Directing District printing facility operations including printing and bindery. Tracks and monitors production standards and performance. Reviewing printing needs to determine the best way to support customers (print internally or recommend external services). Establishing and managing online support content, documentation, and information.
  • Directing the activities of department employees while maintaining proper procedure and policy implementation. Serving as a resource to schools and other departments regarding procedures for obtaining goods and services.
  • Developing and implementing Board of Education policies regarding assigned functions as well as developing, revising and implementing departmental policies and procedures.
  • Hiring, developing and maintaining a well-trained and highly motivated staff capable of performing essential functions. Including team building and the establishment of performance standards in all areas within Administrative Services. Including final review/approval of performance evaluations as well as necessary terminations.


Qualifications:

  • Increasingly responsible experience in Accounting, Business Administration or related field. Bachelors degree or greater.
  • Progressively more responsible experience in purchasing and/or transportation management experience (preferably a combination of both) in the public sector or within a large organization.
  • Experience using student data management systems, geographical information systems, transportation routing software and financial management systems.
  • Experience with handling receiving, inventory, warehouse, mail distribution services.
  • Experience with printing and bindery operations (internal chargeback and outsourcing).
  • Experience working cross-culturally and/or commitment to work toward improving one's own cultural competence i.e., valuing difference/diversity, recognizing personal limitations in one's skills and expertise and having the desire to learn in these areas.
Physical and Sensory Requirements:

  • Ability to operate a computer terminal/PC and other office equipment.
  • Ability to exert very light physical effort in sedentary to light work.
  • Ability to sit, stand, type or use the keyboard for extended periods of time.
  • Ability to give oral presentations.
  • Ability to compose written reports and documents.
  • Ability to analyze data, draw conclusions, interpret policy and communicate well.
  • Ability to work long hours.
Environmental Adaptability:

  • Work involves frequent deadlines under pressure.
  • Work requires frequent use of computer programs and data analysis.
  • Work involves exposure to the general public.
  • Position requires planning with others and determining how organizationally to best meet the needs of those served.
  • Position requires flexibility in adjusting to continuously changing situations.
  • Work involves the ability to work in a safe and comfortable environment where exposure to environmental factors is minimal and poses little risk of injury.
  • Position requires a flexible daily schedule.


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