56.Executive Admin Spec.001

Arlington Public Schools•Arlington, VA

About The Position

Executive Administrative Specialist, full-time, 260-day, Grade G-12 position with the Department of Human Resources at the Syphax Education Center. GENERAL STATEMENT OF DUTIES: Serves as personal administrative assistant to the Assistant Superintendent of Human Resources. Relieves supervisor of routine administrative tasks and ensures smooth and efficient operation of the supervisor's office. Responsible for the administrative support operation of the assigned department, requiring frequent contacts with the most senior officials of the school system, colleges, universities and area business leaders and members of the community. Also handles unusually difficult, complex, and confidential matters within the field. The work involves all facets of secretarial functions and activities, including typing, bookkeeping, check deposits, some financial responsibilities for various other departments and programs, and public relations. Employees frequently work independently when dealing with complaints, information dissemination, and other departments within the school system. Positions allocated to this class serve major organizational components of the school system and require an understanding of system-wide and administrative procedures.

Requirements

Graduation from high school, including or supplemented by courses in typing, word processing and office practices or supplemented by college level, administrative assistant and office management courses (Associate Degree preferred), and extensive progressively more responsible secretarial experience, some of which shall have been at the level of Administrative Specialist, preferably in a setting similar to assignment; or any equivalent combination of education and experience that would provide the above noted knowledge, skill, and ability.
Comprehensive knowledge of major educational business office administrative support functions, modern office terminology, procedures, and equipment
Must have keen understanding of computer software, browsers, and operating systems in order to perform the job, including strong knowledge of Microsoft Office software (Excel, Word, PowerPoint, and Outlook)
Ability input data into a customer relationship management (CRM) system, customer service platform, or virtual help desk
Comprehensive knowledge of the organization and functions of the school system, including established procedures and practices of the subdivision to which assigned, and the names and responsibilities of school division administrative staff
Comprehensive knowledge of computer functions, including system wide and departmental specific technology operations, the hardware and software applications of the office to which assigned
Thorough knowledge of local, state and federal regulations which govern subdivision operations and ability to apply said knowledge to secretarial support level decisions
Ability to manage clerical and administrative support activities of a large school subdivision and to supervise and manage activities and staff
Ability to communicate effectively, both orally and in writing
Ability to make relatively complex mathematical computations rapidly and accurately
Ability to interact with top level officials and all staff with tact, courtesy and diplomacy
Ability to follow complex oral and written instructions
Ability to work well under pressure with constant deadlines and frequent interruptions
Strong job experience in organization and time management skills
Strategic planning skills
Analytical thinker
Resourceful and detailed-oriented
Other duties as assigned.

Responsibilities

Plans, initiates, and carries to completion departmental program or administrative support activities
Develops, monitors and modifies departmental office procedures, organizes office projects and processes, and manages day-to-day office operations
Screens Assistant Superintendent's telephone calls and mail and personally responds to those that can be handled at the secretarial level, while forwarding the remaining calls/mail to supervisor with pertinent background material
Screens visitors and responds to inquiries, referring to others as required
Makes appointments for supervisor or other administrative personnel
Maintains supervisor's calendar and makes travel arrangements
Reviews outgoing correspondence from a number of subordinate sections for format, spelling, punctuation, and grammar before submitting for supervisor's signature
May supervise subordinate clerical staff
Types a variety of correspondence and reports; processes statistical reports, forms and newsletters requiring a number of separate tabulations, often utilizing electronic-spread sheet programs
Takes and transcribes meeting minutes
Signs supervisor's name to correspondence of a routine nature
Composes routine correspondence, newsletters and other communications
Compiles data for questionnaires, prepares in-service materials, maintains control records on incoming correspondence and action documents, and follows up on work in progress to ensure timely response or action
Organizes school division-wide projects and oversees the development and dissemination of program materials, special mailings, or guides, manuals, and training materials
Attends meetings, hearings and conferences, taking official minutes
Researches and develops material for use in official engagements
May attend School Board Meetings
Prepares reports, logs, agendas and other documents proposals for distribution by copying, collating and binding materials
Prepares requisitions, vouchers, budget forms and other payroll and financial data, maintains and reconciles detailed financial records, and request for payment submitted by appropriate budget accounts
May be delegated authority to direct payment of certain bills/accounts
Organizes and maintains filing system/s, according to standard filing procedures, and at times according to local, state or federal guidelines
Maintains and reconciles various records such as employee time and leave, inventories of supplies and equipment, and long-distance telephone logs
Tabulates and prepares reports of financial and statistical data
Gathers and compiles data for inclusion in the yearly budget
Prepares requisitions, work orders, and supply requests
Participates in the development of the department’s budget request and/or the division budget
Processes time/attendance/leave documents, and payroll
Processes other complex financial documents, utilizing STARS+ capabilities and procedures
Participates in planning in-service and training sessions, staff meetings, and interviews
Prepares, or directs preparation of departmental documents for school board action, and carries to completion the responsibilities required after Board actions.