Administrative Specialist I

Administrative Specialist I

The Administrative Specialist I serves in a key role to support the Department of Student Services and Equity (DSSE) staff to deliver optimal services and support. The role is responsible for assisting and maintaining the operations of the department in alignment with the policies and procedures that govern the work of the department, including providing technical support to department staff, a high level of responsive customer service and fiscal responsibility, with the ability to prioritize and manage time sensitive tasks for multiple staff within the DSSE.

Qualifications:

Education: Minimum high school diploma or equivalent. Associate's degree or Bachelor's degree preferred. Certificates & Licenses: None required. Experience: Minimum of two (2) years of administrative work in specialized support is required. Job-related experience with increasing levels of responsibility required.

Key Competencies: Microsoft Word, expertise in Excel, PowerPoint development, and maintaining confidential databases and confidentiality.

Essential Functions:

• Maintains professionalism with minimal oversight to respond to a variety of stakeholders seeking information, guidance and/or resources from the DSSE, while proactively following through with DSSE staff to ensure resolution.
• Coordinates a number of meetings including appeal meetings (i.e., setting up zoom calls, emailing parents, etc.) in support of staff related to the operational activities of the DSSE.
• Works collaboratively as a team member with other administrative assistant staff across all assigned administrative activities to cross-train to ensure the efficient operations of the DSSE are maintained.
• Maintains a wide variety of files and records (manual/computer; confidential/non-confidential) to provide documentation in accordance with administrative and legal requirements within established time limits.
• Works collaboratively with DSSE staff to maintain electronic inventory of office supplies, including assessments for Student Support Team (SST) members for the purpose of ensuring items are readily available when needed.
• Monitors assigned departmental activities and/or program components (e.g. payroll, travel arrangements and reimbursements, meetings and events, etc.) to ensure goals are achieved, target dates are met and financial, legal and/or administrative requirements are satisfied.
• Prepares a wide variety of written materials (e.g. reports, memos, letters, financial information, minutes, etc.) to document activities, provide written reference and/or convey information.
• Processes a wide variety of legal documents and materials (e.g. FERPAs, FOIAs, subpoenas, homeschool documents, protective orders, custody orders, etc.) to disseminate information in compliance with program, district, state and/or federal requirements.
• Researches a wide variety of topics (e.g. current practices, policies, education codes, etc.) to provide information for addressing a variety of administrative requirements.
• Provide customer service to a wide variety of internal and external parties (e.g. staff, parents, students, public agencies, etc.) to provide information, facilitate communication among parties and/or provide direction.
• Attends job related professional learning, meetings and workshops to comply with policies and procedures to ensure DSSE operations are maintained.
• Interfacing with relevant central office and school-based personnel to deal with all facets of DSSE operations.
• Preparing weekly reports regarding fiscal balances, challenges, work accomplishments, and priorities.
• Complete all other duties as assigned including receiving and distributing office materials and supplies as well as administrative and routine office operations.

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