Department Administrative Specialist - Human Resources - Educational Services Center

Department Administrative Specialist

Under the direction of a Central Department Director perform administrative office functions to ensure the smooth and efficient operation of the department administrative office. Relieve a central administration director of many administrative details. Provide administrative assistance to other department staff as needed. Must have sufficient knowledge of organization's structure, policies, and personnel to make administrative decisions, exercising independent judgment and discretion. Direct and review work of administrative staff as appropriate. May frequently take independent action. Work on assignments that are complex in nature where considerable judgment, analysis, and initiative are required in resolving problems and making recommendations.

The subsequent duties outline the fundamental operations of the position and exemplify the nature of the tasks carried out. They do not encompass a comprehensive inventory of the obligations and responsibilities fulfilled in this role. The approximation of frequencies and time allocation percentages are flexible and subject to the requirements of the organization. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Provide administrative support to the department director and staff by updating electronically shared meeting documents, newsletters, and handbooks; scheduling and coordinating appointments, meetings, and facilities which may include major events and/or travel and lodging arrangements; maintaining and updating department master calendar; coordinating building use; creating and maintaining filing systems; distributing mail; issuing and tracking building keys; and updating the department's webpage(s). - Daily - 20%
• Greet and welcome visitors to the building. Answer and screen telephone calls, take messages, and assist staff, students, parents/guardians, and community members with concerns and questions. - Daily - 15%
• Schedule meetings and appointments for staff, supervisor, outside representatives, and students. Prepare agendas, reserves, and facilities, and record and transcribe minutes of meetings. May arrange and coordinate travel schedules and reservations. Maintain and update calendar for department events or special activities. - Daily - 15%
• Draft and/or type letters, memorandums, reports, and related materials (e.g. newsletters, announcements, etc.). Compose and type routine correspondence. Work on special projects as needed. - Daily - 10%
• Conduct research and compile and type statistical reports. - Daily - 10%
• Organize and maintain file system, which may include simple databases, personnel records and actions, surveys, legal documents, evaluations, professional growth, insurance, etc. File correspondence and other records. - Daily - 10%
• Operate word processing equipment to store, edit, format, print, and revise letters, memorandums, databases, reports, forms, labels, and other printed material. - Daily - 5%
• Read, route, and respond to incoming mail. Locate and attach appropriate file(s) with correspondence to be answered by building administration. Prepare outgoing mail and correspondence, including emails and faxes. - Daily - 5%
• Order and maintain supplies/inventory and arrange for equipment maintenance. May process electronic purchase and warehouse orders and/or other financial documents. May complete basic monitoring of a department budget. - Weekly - 5%
• Perform other duties as assigned or requested. - Daily - 5%

This job has no direct supervisory responsibilities.

The minimum prerequisites of formal education, professional work experience, certifications, licenses, endorsements, designations, trainings, and other criteria that a candidate must fulfill to be considered for a position. It is essential that certifications, licenses, endorsements, designations, and trainings are fulfilled, valid, and not expired.

• Criminal background check and fingerprinting required
• High School Equivalency (HSE) diploma
• One (1) year of administrative assistant/clerical, human resources, budget, payroll, accounting, banking/loan servicing, or School Support Para-Educator experience
• Intermediate knowledge of common office application software
• Intermediate knowledge of Microsoft Office
• Advanced knowledge of typical office equipment such as telephones, copiers, fax machines, email, etc.
• Intermediate verbal and written communication skills
• Intermediate organizational skills
• Advanced interpersonal relations skills
• Ability to operate common office equipment
• Ability to work alone and with others
• Ability to write routine reports and correspondence
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and policy books
• Ability to keep up-to-date technically and apply new knowledge to the job. Includes adapting to and mastering new system applications and processes as implemented by the district or department
• Ability to communicate, interact and work effectively and cooperatively with all people, including those from diverse ethnic and educational backgrounds
• Ability to stay current with District policies, standards, and training in the areas of data quality, data privacy, and cyber-security with respect to student and staff data, and related information systems
• Ability to recognize the importance of safety in the workplace, follow safety rules, practice safe work habits, utilize appropriate safety equipment, and report unsafe conditions to the appropriate administrator
• Ability to promote and follow Board of Education policies, District policies, and building and department procedures

The physical demands, mental functions, cognitive capacities, and work environment factors required to perform a position's essential functions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Light work strength level (lifting or carrying up to 25 pounds)
• Primarily works indoors
• Typically a moderate noise level
• Work location is subject to change to meet the requirements of the organization
• Sedentary work
• Frequent bending and reaching
• Occasional lifting, pulling, and pushing
• Occasional standing and walking
• Manual dexterity to operate a computer keyboard
• Repetitive motions
• Visual concentration and depth perception
• Eye/hand coordination (e.g., typing, ten key)
• Speaking and hearing
• Concentrated reading/writing/mathematics
• Varying noise levels
• May occasionally be exposed to outdoor weather conditions
• Normal school district environment

Formal education, professional work experience, certifications, licenses, endorsements, designations, trainings, and other qualifications relevant to the position that are strongly preferred but not mandatory for a candidate to be considered.

• Experience working in the public sector
• Experience working directly with people from diverse racial, ethnic, and socioeconomic backgrounds
• Racially conscious and culturally competent with the skill, will, capacity, and knowledge to commit to a culture of continuous improvement
• Education and/or training beyond high school