Operations Trainee

Serves as a key member of the departmental team by providing daily operational support and high-quality customer service for the program office. Provides superior customer service and assists with data collection, reporting and planning logistics to promote successful and efficient departmental operations.

• Works in different areas in the assigned division to gain perspective on the day-to-day operations.
• Provides excellent customer service for everyone that interacts with the office; addresses questions and takes messages; checks, tracks and responds to office voicemails.
• Assists departmental staff in evaluating changing operational conditions; communicates findings to the appropriate personnel in a timely manner.
• Identifies trends and recommends proactive or remedial action to manage situations.
• Participates in field investigations and the analysis of data to determine immediate and future work required.
• Assists with the review and analysis of work orders and additional projects as necessary.
• Assists with the development of cost estimates for labor-hours, equipment and materials for work requests.
• Supports the administrator with reporting and data analysis.
• Gathers data and maintains accurate and complete records.
• Utilizes research techniques for qualitatively evaluating impact of services to schools and/or central offices.
• Greets customers and candidates; answers their questions, logs their documents, logs candidate interactions in the customer service tracking system and directs them to the proper staff member as needed.
• Assists candidates with application completion and notification of next steps.
• Makes calls to candidates to ensure timely completion of application components and submission of required documents.
• Attends internal and external job fairs with recruiters; communicates with community partners and candidates related to these events.
• Confirms attendance for program events and community activities.
•  Approves/denies applicant documents and determines which tests are needed for eligibility; invites selected candidates to regular tests.
• Proctors and scores exams; creates score notification materials and sends to candidates.
• Supports with managing and tracking of re-test requests.
• Manages testing responses to maintain accurate data of the number of candidates to expect at each exam.
• Adds digitized exams to online testing resource bank and updates exams as necessary.
• Maintains an up-to-date Applicant Status in Taleo.
• Maintains an organized filing system for exam records and testing materials.
• Ensures a smooth transition for candidates who are already eligible and qualify for in-house processing (school-based support positions making $45,000 or less).
• Conducts follow-up with candidates regarding the in-house process.
• Conducts e-mail and phone campaigns to bring candidates in for the Federal Bureau of Investigation (FBI) fingerprinting when events are scheduled with Talent Support Services
• Schedules candidates for appointments with Employee Records, Employee Health Services, and Talent Specialists.
• Reviews clearances and supports with processing as needed.
• Assists in the placement of eligible candidates during final processing and placement sessions.
• Manages the program website, edits and updates content as needed.
• Helps to uncover new leads for recruitment and promotion opportunities.
• Serves as the primary contact for vendors and contractors.
• Places orders, tracks invoices and pays bills as needed.
• Provides support in the writing, editing, and delivery of various candidate recruitment, selection and training materials.
• Arranges and facilitates candidate interviews and phone screens as needed.
• Executes program events including candidate information sessions, college recruitment fairs, and interview and selection events.

• Bachelor’s degree from an accredited college or university.                      

                                                                              OR

• Any equivalent combination of education, experience, and training determined to be acceptable by the Office of Talent.
• All work experience related to the position must be included on the resume.

 NOTE: An applicant who does not meet the minimum education or work experience requirements listed above may be considered if, at the sole discretion of the Talent Office, they have a unique combination of education and work experiences that indicates potential for success in this role.

Knowledge, Skills and Abilities

Demonstrated knowledge of:

o   office management, and organizational systems.

o    word processing and software applications, including Microsoft Office Suite. 

o   human resources, recruiting and candidate selection.

o    word processing, mail merges, electronic communication tools, spreadsheets and software applications, including Microsoft Office Suite, Adobe Creative Suite, Advantage and Filemaker Pro.

o   Hyper Text Markup Language (HTML) code or deluge scripting.

Ability to:

○   collaborate with program staff.

○   provide technical support to administrative staff.

○   investigate and resolve operational concerns.

○    identify challenges and actively work to find solutions.

○   use a personal computer for word processing and data management.

○   manage multiple responsibilities simultaneously.

○   consistently display a high level of professionalism in all interactions.

○   establish and maintain effective working relationships internally and externally.

○   communicate effectively, both orally and in writing.

Additional Knowledge, Skills and Abilities for the Talent Specialty

Disclaimer

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.

Nondiscrimination

The School District of Philadelphia provides equal employment opportunities to all employees and applicants for employment without regard to race, color, age, creed, religion, sex, sexual orientation, ancestry, national origin, disability, pregnancy, marital status, gender identity, or genetic information. Please refer to Board Policy 348 for further information regarding the District's commitment to Nondiscrimination in Employment Practices.