Operations Data Specialist

POSITION PURPOSE: The Operations Data Specialist plays a pivotal role within the Operations Department by managing and maintaining critical data systems related to utilities, work orders, and facilities operations. This position is responsible for administering the department’s computerized work order management system, ensuring data accuracy and integrity, generating reports and presentations, supporting operational decision-making, and promoting the consistent and effective use of data systems throughout the Operations Department., Utility Data Management

• Accurately enter utility data into the energy management software.
• Maintain current utility records, including consumption, costs, account information, and associated data.
• Monitor utility data for anomalies, discrepancies, and unusual usage trends and notify appropriate staff of identified concerns.
• Prepare recurring utility consumption and cost reports to support departmental planning and budget management.

Work Order Data Administration

• Administer the department’s computerized work order management system to support maintenance operations.
• Ensure accurate work order data entry, classification, documentation, and overall data integrity.
• Establish and maintain user accounts, security roles, and access permissions in accordance with departmental responsibilities.
• Oversee the consistent and effective use of the work order system by maintenance personnel and contractors to ensure compliance with departmental procedures and data standards.
• Provide user guidance and training on work order procedures, documentation requirements, and proper use of the system.
• Generate recurring and special reports related to work order completion, preventive maintenance, response times, backlog, performance measures, and contract compliance.
• Review work order records for completeness, accuracy, and timely closure.
• Identify operational issues, workflow improvements, reporting needs, and training opportunities related to the work order system.
• Communicate operational issues, data concerns, and user needs with the Maintenance Department and the Facilities Support Manager.
• Coordinate with the Technology Support Department regarding technical issues, software upgrades, or system changes requiring technical support.
• Assist in developing and maintaining work order procedures, reporting standards, business rules, and departmental workflows.

Data Analysis and Reporting

• Analyze utility, maintenance, and operational data to identify trends, performance measures, and opportunities for improvement.
• Develop clear, concise, and meaningful reports, dashboards, presentations, and data summaries that support operational decision-making.
• Provide recommendations based on data analysis to improve departmental performance and efficiency.
• Assist leadership with recurring reports, Board presentations, budget information, and special projects.
• Monitor departmental performance measures and assist in evaluating progress toward established goals.
• Verify the accuracy and completeness of information before reports are distributed.

Software and System Administration

• Serve as the departmental administrator for Operations software applications assigned to the position.
• Maintain operational system settings, user accounts, security roles, reporting structures, and other authorized administrative functions.
• Coordinate with the Technology Support Department regarding software upgrades, technical issues, vendor support, and system enhancements.
• Test new workflows, reports, and configuration changes prior to implementation, as requested.
• Provide operational support and guidance to users regarding software functionality and departmental procedures.
• Recommend enhancements that improve operational efficiency, reporting capabilities, and user experience.
• Maintain accurate documentation related to software administration and operational procedures.

Process Improvement

• Participate in the development and implementation of improved operational processes and data management procedures.
• Identify opportunities to improve efficiency, accountability, reporting, customer service, and data quality through effective use of technology.
• Assist with the implementation of new software features, workflows, and reporting capabilities.
• Recommend improvements to departmental business processes that increase operational effectiveness.

Documentation

• Create and maintain documentation for work order procedures, reporting standards, operational workflows, and software administration.
• Develop user guides, training materials, standard operating procedures, and reference documents.
• Ensure documentation remains current as procedures and systems evolve.

ADDITIONAL DUTIES: Performs other related tasks as assigned by the Facilities Support Manager, Chief Operations Officer, Superintendent or other district office administrator as designated by the Superintendent., 1. Work effectively with and respond to diverse cultures or backgrounds.

1. Demonstrate professionalism and appropriate judgment in behavior, speech, and dress in a neat, clean and professional manner for the assignment and work setting.
2. Have regular and punctual attendance.
3. Follow all District policies, work procedures, and reasonable requests by the proper authorities.
4. As an employee of Beaufort County School District, I am to adhere to confidentiality as directed by Federal, State and Local Laws/Regulations; and in accordance with district administrative rules as it pertains to sensitive information, employee information and student information. Failure to adhere to confidentiality may result in disciplinary actions, up to and including termination of employment.

• Bachelor’s degree or equivalent experience in Information Systems, Data Management, Business Administration, Facilities Management, or a related field.
• Demonstrated advanced proficiency in spreadsheet, database, reporting, and data management applications, including Google Drive, Google Sheets, Google Apps Script, JotForm, and Microsoft Office Suite.
• Experience working with computerized maintenance management systems (CMMS) or similar operational software preferred but not required.
• Strong analytical skills with the ability to interpret operational data and provide meaningful recommendations.
• Excellent attention to detail and commitment to data accuracy.
• Ability to administer operational aspects of software systems, including user accounts, security roles, workflows, reports, and business processes.
• Ability to train and support users in the proper use of departmental software systems.
• Strong written and verbal communication skills.
• Excellent organizational and time management skills.
• Ability to maintain confidentiality while handling operational, personnel, and financial information., * Minimum of two (2) years of experience in data management, operational reporting, facilities support, or a related field.
• Experience with computerized maintenance management systems (CMMS), Enterprise Asset Management (EAM) software, utility management software, or similar systems is preferred but not required.
• Experience serving as a departmental administrator or business owner for operational software systems is preferred.
• Experience developing reports, dashboards, and performance metrics is preferred.
• Experience providing user training and operational support is preferred.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential responsibilities and functions of the job and are not meant to be all inclusive. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential responsibilities and functions of the job.

Unless reasonable accommodations can be made, while performing this job the staff member shall:

1. Use strength to lift items needed to perform the functions of the job.
2. Sit, stand and walk for required periods of time.
3. Speak and hear.
4. Use close vision, color vision, peripheral vision and depth perception along with the ability to focus vision.
5. Communicate effectively in English, using proper grammar and vocabulary. American Sign Language or Braille may also be considered as acceptable forms of communication.
6. Reach with hands and arms and use hands and fingers to handle objects and operate tools, technology equipment, computers, and/or controls.