Claremont - Educational Admin Coordinator I

Arlington Public Schools•Arlington, VA

About The Position

This is a 1.0 FTE vacancy, grade G-10, located at Claremont Immersion. The Educational Admin Coordinator I serves as lead administrative support assistant/ office manager in an elementary school OR performs paraprofessional administrative support tasks in designated elementary schools, relieving principal of routine administrative tasks and ensures smooth and efficient operation of the school; incumbents set own daily priorities based on a knowledge of the overall functions. In an elementary school and certain centers, the work may involve extensive, complex bookkeeping and financial management responsibilities, and in some elementary schools, work involves paraprofessional administrative support tasks as directed by the principal. At most schools and centers, responsibilities include coordinating the work of other administrative support personnel performing a variety of activities, and all assignments require extensive use of information technology equipment and software programs.

Requirements

Graduation from high school, including or supplemented by courses in business/office procedures ( some post-high school business office management courses preferred), plus considerable responsible experience in secretarial / administrative support work some of which shall have been at the level of Educational Administrative Assistant or higher; or any equivalent combination of education and experience that would provide the above noted knowledge, skill, and ability.
Thorough knowledge of procedures, practices, and operations of public school offices.
Through knowledge of the full range of administrative support activities in the school to which assigned and ability to coordinate, manage and perform (or quickly learn to perform/manage) many or most of the essential functions listed above, as assigned.
Excellence in business English, grammar, spelling, and punctuation.
Skill in operating information technology (computers), and peripheral equipment and the software utilized in the 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, if required at the school to which assigned
Ability to communicate clearly and concisely, both 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 preferred

Responsibilities

Performs complex and responsible lead administrative support, office management duties for a school-based administrator; plans, initiates, assigns work to others or carries to completion clerical, secretarial, and administrative support activities; participates in development of the master schedule.
Processes, or oversees processing, of timesheets, payroll and leave documents, ensuring appropriate and timely submission.
Manages main school office and coordinates school wide administrative support activities; oversees, leads or supervises subordinate clerical personnel, assigning duties and reviewing completed work for accuracy and completeness.
If assigned to an elementary school or elementary level center may maintain or have final secretarial responsibility for school financial records (through STARS) including collecting and receipting monies, preparing checks for payments, posting receipts and disbursements to accounts, reconciling bank statements and preparing monthly financial statements.
Reviews all outgoing correspondence for format, spelling, punctuation, and grammar before submitting for supervisor's signature.
Maintains the school/centers personnel folders for professional and support staff.
Coordinates or performs activities required to obtain and assign substitute teachers, ensuring appropriate lesson plans are available; processes required substitute time records, payroll processing.
Composes and/or replies to correspondence not requiring supervisor's personal attention and may sign principal's name to correspondence of a routine nature; maintains principal's calendar, coordinating meetings and conferences, scheduling time and place, and notifying attendees; makes travel arrangements; screens supervisor's telephone calls and mail, personally responding to those that can be handled at the secretarial level and forwarding the remaining calls/mail to supervisor with pertinent background material.
Coordinates building utilization tasks, processes building rental requests; distributes master keys and maintains records.
Coordinate building maintenance/repair requests; processes work orders.
Processes/coordinates orders for books, teaching supplies, maintenance and related supplies; coordinates inventory and storage tasks.
Performs, and/or oversees the maintenance of student records, registration/ withdrawal/transfer and student attendance recording tasks.
Researches and develops material for use in official school documents; maintains control records on incoming correspondence and action documents and follows up on work in progress to ensure timely response or action.
Operate computer and related office technology and other office equipment to produce confidential and general correspondence, and to perform certain financial management tasks.
Tabulates and prepares reports, instructional directives, financial and statistical data, handbooks and community information documents; processes State DOE andd, federal (e.g. OSHA) mandated reports.
As required, acts as receptionist; screens visitors provide general information about school activities to internal Staff, APS central offices, parents, and general public as appropriate.
Administers to sick students in the absence of the school nurse aide; dispenses medication to students as assigned; monitors students sent to office or clinic area.
At some sites, may perform STAN, attendance and student records tasks usually assigned to EAAs or EASs.
Performs related work as required or assigned