Administrative Spec

Orange County Public Schools•Orlando, FL

About The Position

Under general direction, performs district-based duties involving the management, receipt, processing, analysis, and safeguarding of highly specialized and confidential data and information. The position routinely accesses sensitive personnel, student, investigative, compliance, and operational records; uses state and district databases requiring authorized access and security clearance; communicates with school and district administrators about confidential matters; and exercises independent judgment and discretion when handling protected information. It works in a technical capacity, prepares reports and analyses, provides technical support to district personnel, and ensures compliance with applicable federal, state, and district confidentiality requirements. Performs related work as directed. The role maintains accurate and secure records, compiles and analyzes information from databases and reporting systems, and supports audits, investigations, compliance reviews, public records responses, and administrative decision-making. It also provides customer service, assists with problem resolution and training, and uses computers, software, and other equipment associated with department activities. Duties listed are representative and may not include every task assigned to the classification.

Requirements

High school diploma or GED.
College-level coursework or vocational training in office education or computer applications.
At least five years of previous experience and/or training that includes secretarial work, or an equivalent combination of related education, training, and experience that provides the required knowledge, skills, and abilities.
Ability to review, classify, categorize, prioritize, and analyze data or information, exercising discretion in classification and relating analysis to established standards.
Ability to provide guidance, assistance, and interpretation on applying procedures and standards to specific situations.
Ability to operate equipment, machinery, tools, and materials used to perform essential functions.
Ability to use a wide variety of reference, descriptive, and advisory data and information.
Ability to perform basic arithmetic, calculate decimals and percentages, and potentially use fractions and interpret graphs.
Ability to apply rational systems, interpret written, oral, diagrammatic, or schedule instructions, and exercise independent judgment to adapt methods and standards to assigned objectives.
Ability to exercise judgment, decisiveness, and creativity when evaluating information against sensory, judgmental, or subjective criteria.
Ability to exert light physical effort in sedentary-to-light work, including occasional lifting, carrying, pushing, or pulling of objects weighing 5–10 pounds; tasks may involve extended periods at a keyboard or workstation.
Some tasks require visual perception and discrimination, as well as oral communication ability.

Responsibilities

Respond to internal and external customers in a timely, accurate, courteous, and empathetic manner, representing OCPS positively.
Collect, enter, and review records related to district programs; compile reports, analyze data, and produce output in compliance with applicable policies, statutes, regulations, and confidentiality requirements.
Exercise discretion and professional judgment when handling confidential matters involving personnel actions, investigations, compliance reviews, legal matters, and protected records.
Generate statistical, informational, and other reports from individual databases, networks, and the SAP system.
Provide input on inventory and equipment needs and make purchasing recommendations, as applicable.
Assist with compiling, analyzing, and verifying data, including personnel, student testing, and facilities or construction data.
Serve as a liaison with school-based and district administrators, executive leadership, state agencies, and other authorized stakeholders regarding confidential, sensitive, or restricted information.
Review, research, verify, and compile confidential information from multiple databases and reporting systems for audits, investigations, compliance reviews, public records responses, and administrative decision-making.
Maintain secure records-management practices and safeguard electronic and physical files containing confidential information.
Attend and assist with workshops and training sessions in the functional area, including producing training materials, as applicable.
Analyze and research other district-wide programs as required.
Assist with problem resolution and strategies in the functional area.
Type, compose, and edit memos and other documents as required.
Use computers and advanced word-processing, database, and software programs to enter, retrieve, review, or modify data.
Operate machinery, equipment, and tools associated with department activities, which may include a typewriter, adding machine, or fax.
Keep up to date on job-appropriate technology and attend district-supported training to maintain the required technology skill level.
Maintain timely and accurate information as part of job responsibilities.
Perform related duties as directed.