Temp/Hrly-Executive Administrative Specialist (Chief Of Staff Office)

Arlington Public Schools • Arlington, VA

11d • Onsite

About The Position

Human Resources announces an opening for the position of a Temporary Hourly Executive Administrative Specialist. A G-13 position that is not eligible for telework, located in the Office of the Chief of Staff. Serves as personal secretary and administrative assistant to the Chief of Staff. 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 office, requiring frequent contacts with the most senior officials of the school system, colleges, universities and area business leaders and the handling of unusually difficult, complex, and confidential matters within the field. The work involves all facets of secretarial functions and activities, including technical typing, word processing, voice transcription, bookkeeping, and public relations.

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.
• 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 to 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.

Nice To Haves

• Associate Degree preferred

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 supervisor’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 secretarial/ AA activities required after Board actions.

Benefits

• This position is not eligible for employee benefits.
• Employment is temporary in nature and is not guaranteed for any specific duration.
• Employment may end at any time based on operational and staffing needs.

What This Job Offers

• Career Level: Executive
• Education Level: High school or GED