Educational Administrative Specialist - Gunston

Arlington Public Schools•Arlington, VA

20h

About The Position

Human Resources announces a 1.0 Educational Administrative Specialist. This is a 12-month, 260 days, Grade G-08 with Gunston Middle School. GENERAL STATEMENT OF DUTIES: Provides administrative support to a department subdivision or program of the school system. Duties include providing administrative support to one or more mid-level non-school based administrators, managing and performing subdivision or program secretarial and administrative support activities, and ensuring smooth and efficient operation of the activities to which assigned. The work may require frequent contacts with a variety a staff of the school system and (as experience is accrued) the handling of unusually difficult, complex and confidential matters. Assignments are usually received in the form of general outlines and written procedures. Employees frequently work independently when dealing with information dissemination and communicating with other departments within the school system. MINIMUM EDUCATION, TRAINING AND EXPERIENCE REQUIREMENTS: Graduation from high school, including or supplemented by courses in typing and office practices, and some progressively more responsible secretarial/AA experience, preferably in an education or education-related setting some of which shall have been at the level of Clerical Assistant or Educational Administrative Assistant; or any equivalent combination of education and experience that would provide the above noted knowledge, skills, and ability. REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES: Thorough knowledge of business office procedures, practices, and equipment, business English and office terminology. Thorough knowledge of or ability to quickly learn procedure of the office or tasks to which assigned, including the technology programs/systems utilized to successfully complete assigned tasks. Ability to type/operate keyboard, operate personal computers and data terminals, and to complete routine memos and letters from general instructions. 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 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. ESSENTIAL FUNCTIONS OF THE CLASS (May not include all duties performed; not all incumbents perform all essential functions delineated.) Serves as administrative assistant to a mid-level non-school based administrator, instructional or special and related services Supervisor; relieves supervisor of routine administrative tasks and ensures smooth and efficient day-to-day operation of the section 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. Maintains supervisor's calendar; makes meeting/travel arrangements; screens supervisor's telephone calls, 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. Gathers, prepares, distributes training, instructional, information materials; maintains communication with school-based coordinators. Using STARS+, procures supplies, materials for staff members. Serves as archive, records clerk, files and maintains records, responds to requests for records as per policy/procedures mandates; scans hard-copies into appropriate technology/data files. Processes maintenance and custodial supply and equipment purchase orders and requisitions; monitors expenditures; assists in the preparation of annual budget request documents; processes maintenance work orders for all APS facilities both regular and emergency; maintains work order and maintenance management data; receives requests for construction change orders and completes required tasks to process orders. Prepares/ processes bids for instructional supplies, materials, equipment; receives or ensures shipment to designated supervisor, school site, processes payment requests. Provides clerical support to psychologists and school social workers and assists in the preparation for and conduct of educational and psychological testing and certain assessment activities. Registers students in special programs (homebound, contract services etc.), maintains records, schedules conferences; arranges transportation; provides information to parents regarding program eligibility, sites, procedures. Orders, inventories, organizes and processes tests required by local and state regulations, assists in orientation, training, answer sheet retrieval and scoring activities, processes analysis and reporting documents and correspondence. Oversees maintenance of educational staff licensure process; creates/ maintains license “points” data file; provides information to faculty and school-based administration as required. Serves as receptionist in a central office department; responds to in-person or phone inquiries; distributes departmental documents; makes appointments or directs visitors to appropriate office or staff member. Performs a variety of office related financial, accounting and budgetary tasks, utilizing a variety of office technology hardware and software (STARS+).Compiles data for reports; gathers and interprets information from appropriate source; composes routine correspondence; may prepare information and presentation packets for use by a supervisor or coordinator. Maintains time and attendance records; processes leave requests; maintains leave records; and verifies leave data with payroll; and prepares payroll reports. Utilizes numerous data management techniques to enter, edit, print, and file data. Attends/completes training sessions/activities related to assignment. Performs related duties as required or assigned. Salary Range based on 25/26SY pay plan. It is the policy of the Arlington School Board, as stated in Policy G-2.30, Employee Relations – Equal Employment Opportunity - that “Employment opportunities shall not be restricted, abridged or otherwise adversely affected on the basis of race, national origin, creed, color, religion, gender, age, economic status, sexual orientation, national origin, marital status, pregnancy status, veteran status, genetic information, gender identity or expression, and/or disability.”

Requirements

Graduation from high school, including or supplemented by courses in typing and office practices, and some progressively more responsible secretarial/AA experience, preferably in an education or education-related setting some of which shall have been at the level of Clerical Assistant or Educational Administrative Assistant; or any equivalent combination of education and experience that would provide the above noted knowledge, skills, and ability.
Thorough knowledge of business office procedures, practices, and equipment, business English and office terminology.
Thorough knowledge of or ability to quickly learn procedure of the office or tasks to which assigned, including the technology programs/systems utilized to successfully complete assigned tasks.
Ability to type/operate keyboard, operate personal computers and data terminals, and to complete routine memos and letters from general instructions.
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 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.

Responsibilities

Serves as administrative assistant to a mid-level non-school based administrator, instructional or special and related services Supervisor; relieves supervisor of routine administrative tasks and ensures smooth and efficient day-to-day operation of the section 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.
Maintains supervisor's calendar; makes meeting/travel arrangements; screens supervisor's telephone calls, 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.
Gathers, prepares, distributes training, instructional, information materials; maintains communication with school-based coordinators.
Using STARS+, procures supplies, materials for staff members.
Serves as archive, records clerk, files and maintains records, responds to requests for records as per policy/procedures mandates; scans hard-copies into appropriate technology/data files.
Processes maintenance and custodial supply and equipment purchase orders and requisitions; monitors expenditures; assists in the preparation of annual budget request documents; processes maintenance work orders for all APS facilities both regular and emergency; maintains work order and maintenance management data; receives requests for construction change orders and completes required tasks to process orders.
Prepares/ processes bids for instructional supplies, materials, equipment; receives or ensures shipment to designated supervisor, school site, processes payment requests.
Provides clerical support to psychologists and school social workers and assists in the preparation for and conduct of educational and psychological testing and certain assessment activities.
Registers students in special programs (homebound, contract services etc.), maintains records, schedules conferences; arranges transportation; provides information to parents regarding program eligibility, sites, procedures.
Orders, inventories, organizes and processes tests required by local and state regulations, assists in orientation, training, answer sheet retrieval and scoring activities, processes analysis and reporting documents and correspondence.
Oversees maintenance of educational staff licensure process; creates/ maintains license “points” data file; provides information to faculty and school-based administration as required.
Serves as receptionist in a central office department; responds to in-person or phone inquiries; distributes departmental documents; makes appointments or directs visitors to appropriate office or staff member.
Performs a variety of office related financial, accounting and budgetary tasks, utilizing a variety of office technology hardware and software (STARS+).Compiles data for reports; gathers and interprets information from appropriate source; composes routine correspondence; may prepare information and presentation packets for use by a supervisor or coordinator.
Maintains time and attendance records; processes leave requests; maintains leave records; and verifies leave data with payroll; and prepares payroll reports.
Utilizes numerous data management techniques to enter, edit, print, and file data.
Attends/completes training sessions/activities related to assignment.
Performs related duties as required or assigned.