Educational Administrative Specialist - Gunston

Position: EDUCATIONAL ADMINISTRATIVE SPECIALIST - GUNSTON
Job Description

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,…