Administrative Assistant II (Office of Specialized Instruction)

Alexandria City Pub Sch Dist•Alexandria, VA

3h•Onsite

About The Position

The Administrative Assistant II provides administrative support to executive level leadership in the Office of Specialized Instruction. This role acts as a liaison between the administrator and other parties, monitors assigned programs and projects, and ensures the smooth and efficient operation of the assigned department. This is a 12-month, 240-day Support position.

Requirements

High school diploma or equivalent.
Job related experience within a specialized field with increasing levels of responsibility required.

Responsibilities

Provides administrative support for Specialized Instruction’s private day placement program to include creating Harmony Purchase Orders (PO), liaising with the Alexandria City CSA office, and managing all VAIEP accounts for private-day schools.
Collect data for state and federal level reporting, including SISNA, SRC and other VDOE required reports.
Coordinates meetings and activities in support of assigned administrative personnel’s operational activities.
Monitors assigned departmental activities and/or program components (e.g. payroll, travel arrangements and reimbursements, meetings and events, etc.) to ensure goals are achieved, target dates are met and financial, legal and/or administrative requirements are satisfied.
Processes a wide variety of documents and materials (e.g. payroll adjustments, leave slips, employment verifications, course reimbursement, budget adjustments, etc.) to disseminate information in compliance with program, district, state and/or federal requirements.
Researches a wide variety of topics (e.g. current practices, policies, education codes etc.) to provide information for addressing a variety of administrative requirements.
Responds to a wide variety of inquiries from internal and external parties (e.g. staff, parents, students, public agencies, etc.) to provide information, facilitate communication among parties and/or provide direction.
Serve as the first point of contact for visitors to the office of Specialized Instruction, providing a welcoming and professional environment.
Answer and direct incoming phone calls, emails, and inquiries to the appropriate Specialized Instruction staff members or departments.
Perform general administrative tasks, including scheduling appointments, organizing meetings, and managing calendars for Specialized Instruction leadership staff.
Handle sensitive information with discretion and maintain strict confidentiality.
Ensure compliance with ACPS policies and procedures when interacting with employees and the public.
Performs other related duties, as assigned, to ensure the efficient and effective functioning of the work unit.