ADMINISTRATIVE SPECIALIST

Position Type:
DISTRICT SUPPORT/SPECIALIST

Date Posted:
9/3/2026

Location:
Division of Academics
POSITION SUMMARY

The Administrative Specialist provides advanced administrative, operational, and project support to an assigned department, office, or administrator. This position coordinates communications, scheduling, financial and administrative processes, records, projects, and day-to-day office operations to support efficient and effective service delivery. The Administrative Specialist may also serve in a lead capacity by providing training, coaching, procedural guidance, and operational support to assigned clerical or administrative staff and may coordinate department-specific projects, initiatives, and deliverables.

MIMIMUM QUALIFICATIONS

EDUCATION:

• High School Diploma or GED required
• Associate's degree or higher preferred

CERTIFICATION/LICENSE:

• N/A

WORK EXPERIENCE:

• 3 years of administrative, operational, project support, or related experience required
• Experience supporting projects, programs, or departmental initiatives preferred
• Experience in K 12 education or public sector preferred

KNOWLEDGE, SKILLS & ABILITIES

• Knowledge of advanced administrative and office management practices, including calendar management, financial documentation, records management, and confidential information handling
• Knowledge of basic project coordination practices, including scheduling, documentation, timeline management, deliverable tracking, and follow-up
• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint, and ability to learn and use applicable data, financial, project management, and enterprise systems
• Strong written and verbal communication skills with the ability to prepare professional correspondence, reports, presentations, and other business documents
• Ability to organize, coordinate, and monitor multiple projects, assignments, priorities, and deadlines simultaneously
• Ability to collect, organize, maintain, and interpret information and data used to support departmental operations, projects, and reporting requirements
• Ability to provide training, coaching, procedural guidance, and support to clerical or administrative staff
• Ability to exercise sound judgment, maintain confidentiality, resolve routine issues independently, and appropriately escalate sensitive or complex matters
• Strong organizational skills and attention to detail with the ability to anticipate administrative, operational, and project needs
• Ability to establish and maintain effective working relationships with employees, administrators, schools, vendors, external partners, and other stakeholders

ESSENTIAL DUTIES

• Serves as a primary point of contact for the assigned office or administrator, screening and directing calls, correspondence, visitors, and inquiries with professionalism, discretion, and sound judgment
• Manages calendars, coordinates meetings, and prepares agendas, presentations, correspondence, reports, and related materials
• Prepares, reviews, and distributes correspondence, reports, presentations, and other departmental communications and documentation
• Maintains organized physical and electronic records systems, ensuring accurate documentation and compliance with applicable records retention and confidentiality requirements
• Processes purchase requisitions, purchase orders, P-Card transactions, procurement documentation, and other financial transactions; monitors expenditures and supports budget reconciliation and reporting
• Maintains accurate financial and administrative records and assists with budget tracking, projections, reconciliation, and year-end activities
• Supports departmental personnel processes, including timekeeping, leave documentation, hiring logistics, onboarding coordination, and other Human Resources-related activities as assigned
• Resolves routine administrative and operational inquiries independently and escalates complex or sensitive matters to the appropriate administrator
• Provides training, coaching, procedural guidance, and operational support to assigned clerical or administrative staff; assists with developing procedures, onboarding staff, and promoting consistent administrative practices
• Coordinates departmental logistics, including supplies, facilities requests, meetings, trainings, events, travel, and other operational needs
• Coordinates and supports assigned projects, programs, and initiatives by maintaining project documentation, tracking timelines and deliverables, scheduling meetings, collecting and organizing information, communicating status updates, and following up on action items
• Compiles, maintains, and analyzes project- or department-specific information and data to support reports, presentations, planning activities, operational decisions, and required deliverables
• Collaborates with internal departments, schools, external partners, vendors, and other stakeholders to support assigned projects and ensure timely completion of administrative and operational requirements
• Adapts administrative and project support activities to meet department-specific requirements, priorities, deadlines, procedures, and service needs
• Required to have prompt, regular attendance in person and be available to work on-site during regular business hours and as needed
• Performs other duties as assigned by the appropriate administrator or their representative

PHYSICAL ABILITIES AND WORKING CONDITIONS
The physical abilities, working conditions and other conditions of employment listed in this document are representative of, but are not intended to provide an exhaustive list of the requirements for positions in this classification. In the event of an emergency or situation requiring guidance from Federal, State, or local or school district authorities, the requirements of this position may change temporarily or for the school year to best serve the needs of our students.
Vision: Ability to read small print and view a computer screen for prolonged periods.
Hearing: Ability to tolerate exposure to noisy conditions
Speech: Ability to be understood in face-to-face communications, to speak with a level of proficiency and volume to be understood over a telephone or computer.
Upper Body Mobility: Ability to use hands to grasp and manipulate small objects; manipulate fingers, twist and bend at wrist and elbow; extend arms to reach outward and upward; use hands and arms to lift objects; turn, raise, and lower head.
Strength: Ability to lift, push, pull and/or carry objects which weigh as much as 15 or more pounds on a frequent basis.
Environmental Requirements: Ability to encounter constant work interruptions; work cooperatively with others; work independently; work indoors.
Mental Requirements: Ability to read, write, understand, interpret and apply information at a moderately complex level essential for successful job performance; math skills at a high school proficiency level; judgement and the ability to process information quickly; learn quickly and follow verbal procedures and standards; give verbal instruction; rank tasks in order of importance; copy, compare, compile and coordinate information and records. Understand how to manage stress


Additional Work Conditions & Physical Abilities: Will require travel to multiple sites.


The Atlanta Public School System does not discriminate on the basis of race, color, religion, sex, citizenship, ethnic or national origin, age, disability, medical status, military status, veteran status, marital status, sexual orientation, gender identity or expression, genetic information, ancestry, or any legally protected status in any of its employment practices, educational programs, services or activities. Reasonable accommodations may be made to enable individuals with disabilities to perform essential duties. This job description is intended to accurately reflect the duties, responsibilities and requirements of the position. It is not intended to be and should not be construed as an all-inclusive list of all the responsibilities, skills, or working conditions associated with the position. Management and administration reserves the right to modify, add, or remove duties and assign other duties as necessary.

COMPENSATION:
Salary Grade: 126
Salary Range: Salary Schedules - Atlanta Public Schools
Work Year: 252 days (Annual)