G26/27 ADMINISTRATIVE SPECIALIST (260) (MAINTENANCE)

Arlington Public Schools•Arlington, VA

9d•Onsite

About The Position

Human Resources announces an opening for Administrative Specialist; this is a full-time, 12-months, Grade G-10 position with the Maintenance Office.

Requirements

Graduation from high school, including or supplemented by courses in keyboarding and computer utilization and office practices
considerable progressively more responsible AA experience, preferably in an education or education-related setting, some of which shall have been at the level of Administrative Assistant, or School Administrative Assistant
Comprehensive knowledge of business office procedures, practices, and equipment, business English and office terminology
Comprehensive knowledge of the standard computer hardware and software used in modern business offices and ability to type/operate personal computers, and data terminals keyboard and peripheral equipment
Comprehensive knowledge of procedure of the office or tasks to which assigned, including the technology programs/systems utilized to successfully complete assigned tasks
Ability to maintain clerical records and prepare relatively complex reports from such records
Ability to operate a variety of standard office equipment
Ability to deal with senior level APS employees, fellow employees, school-based staff and the public, tactfully and courteously and to work harmoniously with other employees
Ability to communicate clearly and concisely, both orally and in writing
Good organizational, human relations and communication skills

Nice To Haves

some college business management course work preferred
Knowledge of STARS/ORACLE (payroll), TMAtalk Work Order System, and Workers Compensation process is preferred

Responsibilities

Process incoming maintenance Work Requests from all APS schools/buildings
process all payroll data in a timely manner
process Workers Compensation Claims
Serves as administrative assistant to director and/or assistant director
relieves supervisor of routine administrative tasks and ensures smooth and efficient day-to-day operation of the section, program or branch to which assigned
Plans, initiates, and carries to completion clerical and administrative support activities
Maintains control records on incoming correspondence and action documents and follows up on work in progress to ensure timely response or action
utilizes different technology programs to design, prepare, distribute, collect data to support on-line survey services
Maintains supervisor's calendar
Makes meeting/travel arrangements
Schedules meetings/hearings
May attend, take minutes/notes at hearings meetings, conferences, etc.
Screens supervisor's telephone calls and mail and personally responds to those that can be handled at the secretarial level, forwarding the remaining calls/mail to supervisor with pertinent background material
Formats and types confidential and general correspondence, reports, and statistical data
tabulates and prepares reports of financial and statistical data
Operates keyboard (typewriter, desktop computer or terminal) utilizing a variety of word processing, spreadsheet, database, graphics and presentation software to prepare correspondence and memoranda, financial and presentation materials
updates, revises, and produces from rough draft reports and correspondence
obtains appropriate signatures on correspondence and forwards to appropriate personnel
enters, edits and updates data files and enrollment records
accesses data files to view information and to print out hard copy reports
Performs a variety of office related financial, accounting and budgetary tasks, utilizing a variety of office technology hardware and software
monitors and tracks expenditures
Compiles data for reports
test results, gathers and interprets information from appropriate source
composes routine correspondence
may prepare information and presentation packets for use by a supervisor or coordinator
Participates in support, instructional, special and related staff (full or part-time) interview, selection, assignment process
including assignment of itinerant and substitute employees
Participates in the scheduling, notification, site arrangement of conferences, training and information meetings
Maintains time and employee attendance records
processes leave requests
maintains leave records
verifies leave data with payroll office and prepares payroll reports
Utilizes numerous data management techniques to enter, edit, print, and file data
Performs related work as required or assigned