Administrative Specialist

WELCOME TO INDIANAPOLIS PUBLIC SCHOOLS!

At IPS, we believe in the transformative power of education. We work collectively every day to prepare our students for success in the classroom and in life by providing equitable, high-quality educational experiences across our family of schools. IPS is a place to make an impact, grow your career, and ensure every student has access to a high quality education, all while earning a good living in a district on the move. While the work is challenging, it is deeply meaningful and impactful. We seek innovators and trailblazers who bring varying experiences and expertise and share our belief that every child deserves access to an exceptional education. As part of TeamIPS, you'll create lasting connections, find a sense of belonging, and feel supported to make a meaningful difference in students' lives.

In return, no matter your role here, we expect a commitment to excellence and accountability. You'll be held to high standards. Resilience and passion are key-you must be adaptable, handling adversity with flexibility while putting students at the heart of everything you do. Ethical conduct, clear communication, and mutual respect are fundamental. Being a dependable, collaborative team player who builds meaningful relationships is essential.

Together, we are Proving What's Possible by building a community where everyone belongs and each student has the opportunity to fulfill their potential.

A Career in IPS Offers

Purpose and Impact:

* Essential Contributions: In every non-teaching and non-leadership role, your work directly supports the success of IPS students and schools. Whether you're maintaining facilities, providing student services, or managing administrative operations, you play a key part in ensuring an equitable and high-quality educational environment.

* Belonging and Community: IPS is a place where every employee is valued. You'll join a supportive community that promotes respect, teamwork, and a shared commitment to serving students and families.

Professional and Personal Growth:

* Training and Development Opportunities: IPS offers a variety of training programs to help staff build new skills and grow professionally. This includes access to development opportunities for administrative, technical, and operational roles, as well as pathways to becoming a certified teacher.

* Skill Enhancement: Whether you're new to your role or seeking to deepen your expertise, IPS provides resources and support for continuous improvement.

Comprehensive Compensation and Benefits:

* Fair Compensation: IPS ensures competitive wages and regularly reviews pay structures to maintain equity.

* Extensive Benefits Package: Employees enjoy comprehensive health coverage, dental and vision plans, life insurance, disability insurance, and retirement plans. Additional financial benefits include flexible spending accounts and eligibility for federal loan forgiveness programs.

Work-Life Balance and Well-being:

* Generous Leave Policies: IPS offers vacation, personal, and sick leave, along with paid holidays. Twelve-month employees benefit from floating holidays, and unused personal leave rolls into the sick leave balance.

* Wellness Programs: IPS prioritizes staff well-being with access to wellness initiatives, including health screenings and an employee assistance program for confidential support and counseling.

What We Expect:

* Professionalism and Reliability: Every role at IPS is vital to the district's success. We expect staff to demonstrate professionalism, dependability, and a commitment to providing excellent service to students, educators, and families.

* Collaboration and Communication: IPS values teamwork. Working collaboratively with your colleagues ensures a supportive environment for all. Clear communication and mutual respect are key to maintaining this culture.

* Flexibility and Problem-Solving: As a large, dynamic district, IPS needs staff who are adaptable and proactive in solving problems to meet the ever-changing needs of students and schools.

JOIN US!

Indianapolis Public Schools is more than a workplace; it's a community where purpose, impact, and belonging come together to help Prove What's Possible - in your career and in your school. If you're ready to embrace challenges, strive for excellence, and make a meaningful impact, IPS is the place for you.

SUMMARY OF OPPORTUNITY:

Provide administrative support to school Principal and/or administration. Duties include general clerical, receptionist and project based work. Project a professional image through in-person and phone interaction.

WHAT YOU'LL DO:

* Perform administrative duties such as reception and clerical responsibilities in an invitational and professional manner; answer telephone to provide information, take messages, transfer calls and greet visitors to determine the nature of business and directs visitors to appropriate destination.

* Maintain Principal's calendar including scheduling meetings and conferences and events.

* Prepare and edit correspondence, communications, presentations and other documents.

* Monitor, respond to and distribute incoming communications including informational flyers, newsletters, notices, staff memos, and other written material.

* Compile data for purpose of meeting school, district, state and federal requirements for financial, legal and/or administrative purposes; data collected may include Title I data, attendance, payroll, personnel records, sports details, work requests, and student information; maintain information in a confidential and secure manner.

* Facilitate the student enrollment process and assures all required documents are submitted; request records from previous schools as necessary.

* Maintain accurate records for administering student medication; dispenses daily medication; provides basic first aid.

* Order, receive, store and distribute supplies.

* Maintain detailed filing systems.

* Identifies and reports matters that may effective efficient operation of the office.

* Check IPS Sub System daily for absences and substitutes.

* Must be present at work.

WHAT YOU'll BRING: SKILLS AND MINDSETS:

Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.

Customer Service - Demonstrates Invitational Practices; Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.

Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions.

Diversity - Shows respect and sensitivity for cultural differences.

Ethics - Treats people with respect; Maintains strictest confidentiality; Works with integrity and ethically; Upholds organizational values.

Interpersonal - Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things.

Judgment - Exhibits sound and accurate judgment.

Planning/Organizing - Prioritizes and plans work activities.

Professionalism - Approaches others in a tactful manner.

Safety and Security - Observes safety and security procedures.

Team Work - Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Supports everyone's efforts to succeed; Recognizes accomplishments of other team members.

Written Communication - Writes clearly and informatively; Edits work for spelling and grammar.

EDUCATION, CERTIFICATION, AND LICENSURE REQUIREMENTS:

High School diploma required; Associates degree or higher preferred. Candidates must have a minimum of three to five years successful experience in administrative support role. Ability to work with various software programs, including by not limited to Microsoft Office.

FLSA CLASSIFICATION:

Exempt

ELIGIBILITY FOR REMOTE WORK:

Not eligible

PHYSICAL REQUIREMENTS:

The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel; talk or hear. The employee frequently is required to stand and walk. The employee is occasionally required to sit; reach with hands and arms; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.

EEOC STATEMENT:

Indianapolis Public Schools, in accordance with its nondiscrimination policies, will not discriminate in its programs, facilities, or employment or educational opportunities on the basis of race, color, religion, creed, national origin or ancestry, sex, age, physical or mental disability, pregnancy, veteran or military status, genetic information, sexual orientation, gender identity or expression, marital status, familial status, domestic violence victim status, homelessness or any other legally recognized protected basis under federal, state or local laws, regulations, or ordinances. Indianapolis Public Schools does not tolerate any form of retaliation or bias-based intimidation, threat, or harassment that demeans individuals' dignity or interferes with their ability to learn or work.

DISCLAIMER:

Essential functions, as defined under the Americans with Disabilities Act, may include any of the above representative duties, knowledge, and skills. This job description is illustrative only, and is not a comprehensive list of all essential functions and duties performed by the occupant of this position. Factors such as regular and punctual attendance are not routinely listed in job descriptions, but are an essential function.