02.Educational Admin Coord I (260).001

Arlington Public Schools•Arlington, VA

2d•Onsite

About The Position

This is a 1.0 FTE, grade G-10, 12-month (260-day) position at Ashlawn Elementary School. The Educational Admin Coordinator I serves as the lead administrative support assistant and office manager in an elementary school, or performs paraprofessional administrative support tasks in designated elementary schools. The role relieves the principal of routine administrative tasks and helps ensure the smooth and efficient operation of the school. The incumbent sets daily priorities based on an understanding of overall school functions. Depending on the school assignment, the position may include complex bookkeeping and financial management or paraprofessional administrative support work directed by the principal. The role may coordinate other administrative support personnel and requires extensive use of information technology equipment and software. Responsibilities include managing the main school office and coordinating school-wide administrative support; planning and completing clerical, secretarial, and administrative work; overseeing staff work; processing payroll, timesheets, and leave documents; maintaining personnel and student records; coordinating substitute teacher arrangements; and supporting school financial records and transactions where assigned. The position also supports the principal through correspondence, calendar and meeting coordination, travel arrangements, call and mail screening, and routine communications. Additional duties may include coordinating building rentals, keys, maintenance requests, orders, supplies, and inventory; preparing reports and official documents; serving as a receptionist; and assisting with student attendance, registration, transfers, and records. In the absence of the school nurse aide, the employee may attend to sick students, dispense medication as assigned, and monitor students in the office or clinic area. The role performs related work as required or assigned.

Requirements

Graduation from high school, including or supplemented by courses in business or office procedures, plus considerable responsible secretarial or administrative support experience, some of which must have been at the Educational Administrative Assistant level or higher; or an equivalent combination of education and experience.
Thorough knowledge of the procedures, practices, and operations of public school offices.
Thorough knowledge of the full range of administrative support activities in the assigned school and the ability to coordinate, manage, and perform or quickly learn to perform and manage assigned essential functions.
Excellent business English, grammar, spelling, and punctuation.
Skill in operating computers, peripheral equipment, and software used in Arlington Public Schools.
Ability to serve as personal secretary to a school-based administrator, manage office and school-wide clerical support tasks, and perform school-based financial management tasks when required.
Ability to communicate clearly and concisely, orally and in writing.
Ability to work effectively under minimum supervision.
Ability to exercise tact, good judgment, and initiative.

Nice To Haves

Some post-high-school business office management courses are preferred.

Responsibilities

Performs lead administrative support and office management duties for a school-based administrator.
Plans, initiates, assigns, or completes clerical, secretarial, and administrative support activities.
Participates in developing the master schedule.
Processes or oversees timesheets, payroll, and leave documents, ensuring timely submission.
Manages the main school office and coordinates school-wide administrative support activities.
Leads or supervises subordinate clerical personnel, assigns duties, and reviews completed work for accuracy and completeness.
Where assigned, maintains school financial records, collects and receipts money, prepares payment checks, posts account activity, reconciles bank statements, and prepares monthly financial statements.
Reviews outgoing correspondence for format, spelling, punctuation, and grammar before submitting it for the supervisor's signature.
Maintains personnel folders for professional and support staff.
Coordinates or performs substitute teacher arrangements, ensures lesson plans are available, and processes substitute time records and payroll.
Composes or replies to correspondence that does not require the supervisor's personal attention and may sign the principal's name to routine correspondence.
Maintains the principal's calendar, coordinates meetings and conferences, schedules logistics, and notifies attendees.
Makes travel arrangements and screens the supervisor's calls and mail, responding to matters handled at the secretarial level and forwarding others with relevant background material.
Coordinates building utilization, processes rental requests, distributes master keys, and maintains key records.
Coordinates building maintenance and repair requests and processes work orders.
Processes or coordinates orders for books, teaching and maintenance supplies, and related materials; coordinates inventory and storage.
Performs or oversees student record maintenance, registration, withdrawal, transfer, and attendance recording.
Researches and develops material for official school documents; maintains control records for correspondence and action documents and follows up on pending work.
Operates computers, related office technology, and other office equipment to produce confidential and general correspondence and complete financial management tasks.
Tabulates and prepares reports, instructional directives, financial and statistical data, handbooks, and community information documents; processes State DOE and federal reports, including OSHA reports.
Acts as receptionist when required, screens visitors, and provides appropriate general information to staff, APS central offices, parents, and the public.
In the absence of the school nurse aide, attends to sick students, dispenses medication as assigned, and monitors students sent to the office or clinic area.
At some sites, performs STAN, attendance, and student-record tasks usually assigned to EAAs or EASs.
Performs related work as required or assigned.