Office Specialist

Administrative Support Specialist

This position's responsibilities are, under general supervision, to perform the full range of administrative support functions which require advanced clerical skills and technical knowledge such as developing and maintaining data systems, monitoring grant and contract compliance, coordinating and training others in an assigned functional area, and providing on-going lead direction to assigned staff in support of office operations in a school, program or administrative office.

Essential functions include:

• Answers incoming telephone calls for the purpose of screening calls, transferring calls, responding to inquiries and/or taking messages.
• Collects payments for a variety of events (e.g. fines and fees, etc.) for the purpose of depositing in proper District accounts.
• Communicates with a variety of people in person, by telephone, email and letters (e.g. with parents, students, staff, community, vendors, organizations, etc.) for the purpose of providing information on a variety events, activities, schedules, and District functions.
• Compiles data from a variety of sources (e.g. work orders, budget reports, specialized reports, student records, vendors, online catalogs etc.) for the purpose of complying with financial, legal and administrative requirements.
• Composes a variety of documents (e.g. newsletters, project status, surveys, letters, bulletins, reports, program logs, etc.) for the purpose of documenting events, providing and requesting information.
• Coordinates a variety of programs and activities (e.g. proper distribution of materials, arrangements for conferences, meetings, travel requirements, personnel to proctor exit assessments, pledge drives, special education referrals, USDA deliveries, etc.) for the purpose of delivering services while providing assistance with compliance to established guidelines.
• Informs personnel regarding a variety of procedures and program requirements (e.g. student records, warehouse activities, etc.) for the purpose of providing necessary information for making decisions, taking appropriate action and/or complying with established statutory, regulatory, State and Federal guidelines.
• Maintains a wide variety of documents, files and records both manual and electronic (e.g. purchase orders, invoices, travel accommodations, reimbursements, warehouse schedules, special education intake, references, etc.) for the purpose of documenting activities, providing up-to-date reference and audit trail.
• Maintains inventories of supplies and materials (e.g. forms, paper, catalogs, archival materials, etc.) for the purpose of ensuring items availability.
• Participates in a variety of functions, as assigned, (e.g. meetings, workshops, seminars, trainings, etc.) for the purpose of conveying and gathering information required to perform functions.
• Prepares a wide variety of reports and written materials (e.g. correspondence, notices, reports, letters, memorandums, tables, graphs, charts, warehouse schedules, program logs, purchase order requisitions, etc.) for the purpose of documenting activities, providing written reference and conveying information. Processes a variety of documents and materials (e.g. vendor billings, supply orders, requests for repair and maintenance, purchase orders, etc.) for the purpose of disseminating information in compliance with program, District, State and Federal requirements. Reconciles specific account balances (e.g. bank statements, cash and grant receipts, settlements, etc.) for the purpose of maintaining account balances and complying with related policies, practices and regulations. Researches a variety of topics (e.g. current practices, policies, education codes, attendance records, sub status, special education private schools, etc.) for the purpose of providing information for addressing a variety of administrative requirements.
• Responds to inquiries from a wide variety of internal and external parties (e.g. parents, staff, students, community, vendors, etc.) for the purpose of providing information, facilitating communication among parties and providing direction.
• Schedules a wide variety of activities (e.g. appointments, meetings, travel reservations/accommodations, facility usage, USDA deliveries, etc.) for the purpose of making necessary arrangements for assigned administrator.

Other functions may include:

• Depending on work location, may administer medication and minor first aid to students, under the direction of a health care professional (e.g. band-aids, bug bites, ointment, etc.) for the purpose of meeting immediate health care needs.
• At central administrative offices, some Office Specialist IIIs may perform payroll functions or specialized clerical functions.
• Performs related duties consistent with the scope of the position.

Knowledge, skills and abilities required include:

Knowledge is required to perform basic math, including calculations using fractions, percents, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and analyze situations to define issues and draw conclusions. Specific knowledge required to satisfactorily perform the functions of the job includes: accounting and bookkeeping principles; business telephone etiquette; planning; concepts of grammar and punctuation; coordinating schedules.

Skills are required to perform multiple, non-technical tasks with a need to occasionally upgrade skills in order to meet changing job conditions. Specific skills required to satisfactorily perform the functions of the job include: operating standard office equipment including using pertinent software applications; preparing and maintaining accurate records; adhering to safety practices; applying assessment instruments; planning and managing projects.

Ability is required to schedule activities, meetings, and/or events; gather and/or collate data; and consider a number of factors when using equipment. Flexibility is required to work with others in a wide variety of circumstances; work with data utilizing defined but different processes; and operate equipment using defined methods. Ability is also required to work with a diversity of individuals and/or groups; work with a variety of data; and utilize a variety of job-related equipment. In working with others, problem solving is required to identify issues and create action plans. Problem solving with data requires independent interpretation of guidelines; and problem solving with equipment is moderate. Specific abilities required to satisfactorily perform the functions of the job include: communicating with diverse groups; displaying tact and courtesy; maintaining confidentiality; setting priorities; being attentive to detail; working as part of a team; maintaining working relationships; and working with frequent interruptions.

Responsibilities include: working under limited supervision following standardized practices and/or methods; directing other persons within a small work unit; and operating within a defined budget. Utilization of some resources from other work units is often required to perform the job's functions. There is a continual opportunity to have some impact on the Organization's services.

Working environment: The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling; some stooping, kneeling, crouching, and/or crawling; and significant fine finger dexterity. Generally the job requires 75% sitting, 13% walking, and 12% standing. The job is performed under a generally hazard free environment.