Executive Administrative Specialist

Arlington Public Schools•Arlington, VA

About The Position

Human Resources announces a 1.0 Executive Administrative Specialist. This is a 12-month, 260 days, Grade G-12 with the Department of Facilities and Operations. GENERAL STATEMENT OF DUTIES: Serves as personal administrative assistant to the Assistant Superintendent of Facilities and Operations. 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. MINIMUM EDUCATION, TRAINING AND EXPERIENCE 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. REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES: 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. ESSENTIAL FUNCTIONS OF THE CLASS (May not include all duties performed; not all incumbents perform all essential functions delineated.): 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;Provides comprehensive administrative and confidential support to the Assistant Superintendent of Facilities & Operations and their direct reports, ensuring smooth daily operations across all Facilities & Operations divisions. Coordinates the preparation, review, and submission of School Board action items related to Facilities & Operations, ensuring accuracy, compliance with APS processes, and timely routing through required channels. Prepares and organizes information, reports, and departmental updates for Cabinet leadership, including gathering documentation from Aquatics, Design & Construction, Planning, Maintenance, Plant Operations, Transportation, and Transportation Demand Management. Manages and safeguards highly sensitive and confidential information, including documents related to capital projects, real estate matters, personnel issues, emergency facility needs, and other operational protocols. Serves as the central administrative point‑of‑contact for all Facilities & Operations staff, including Aquatics, Design & Construction, Planning, Maintenance & Plant Operations, Transportation, and Transportation Demand Management, ensuring timely communication, workflow coordination, and issue escalation when needed. Supports the coordination and logistics of department Facilities & Operations meetings. Assists in assembling project documentation and updates for major initiatives, new construction progress updates, and facilities modernization reports. Coordinates and tracks internal deadlines for permitting, procurement, capital project milestones, transportation reporting, maintenance work order priorities, and other Facilities & Operations processes requiring administrative oversight. Provides administrative support for emergency or time‑sensitive facility needs, which may require responses outside of normal work hours, including weather‑related events, building incidents, transportation‑related issues, or urgent maintenance matters. Facilitates communication between Facilities & Operations and internal APS stakeholders such as principals, school‑based administrators, Safety & Security, Finance, Human Resources, and Communications, ensuring consistent and accurate information flows. Maintains calendars, schedules walkthroughs, coordinates site visits, and arranges logistics for the Assistant Superintendent. Oversees the assembly, review, and distribution of large technical documents as related to the work of the department. Supports the preparation, finalization, and tracking of materials relevant to Facilities & Operations.

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

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
Provides comprehensive administrative and confidential support to the Assistant Superintendent of Facilities & Operations and their direct reports, ensuring smooth daily operations across all Facilities & Operations divisions
Coordinates the preparation, review, and submission of School Board action items related to Facilities & Operations, ensuring accuracy, compliance with APS processes, and timely routing through required channels
Prepares and organizes information, reports, and departmental updates for Cabinet leadership, including gathering documentation from Aquatics, Design & Construction, Planning, Maintenance, Plant Operations, Transportation, and Transportation Demand Management
Manages and safeguards highly sensitive and confidential information, including documents related to capital projects, real estate matters, personnel issues, emergency facility needs, and other operational protocols
Serves as the central administrative point‑of‑contact for all Facilities & Operations staff, including Aquatics, Design & Construction, Planning, Maintenance & Plant Operations, Transportation, and Transportation Demand Management, ensuring timely communication, workflow coordination, and issue escalation when needed
Supports the coordination and logistics of department Facilities & Operations meetings
Assists in assembling project documentation and updates for major initiatives, new construction progress updates, and facilities modernization reports
Coordinates and tracks internal deadlines for permitting, procurement, capital project milestones, transportation reporting, maintenance work order priorities, and other Facilities & Operations processes requiring administrative oversight
Provides administrative support for emergency or time‑sensitive facility needs, which may require responses outside of normal work hours, including weather‑related events, building incidents, transportation‑related issues, or urgent maintenance matters
Facilitates communication between Facilities & Operations and internal APS stakeholders such as principals, school‑based administrators, Safety & Security, Finance, Human Resources, and Communications, ensuring consistent and accurate information flows
Maintains calendars, schedules walkthroughs, coordinates site visits, and arranges logistics for the Assistant Superintendent
Oversees the assembly, review, and distribution of large technical documents as related to the work of the department
Supports the preparation, finalization, and tracking of materials relevant to Facilities & Operations