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Administrative Specialist

Employer
Arlington Public Schools
Location
Arlington, VA, US
Salary
Competitive

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JOB STATUS: OPEN

POSTING DATE: 06/25/2019

CLOSING DATE: 07/03/2019

POSTING NUMBER: 2018-2019-G141

LOCATION: Dept. of Teaching & Learning

POSITION TITLE: Administrative Specialist

QUALIFICATIONS:

  • High School diploma or GED, supplemented by courses in business/office practices including bookkeeping principles plus responsible secretarial/clerical experience.

  • Thorough knowledge of procedures, practices, programs, and operations of public schools.

  • Experience with APS purchasing, financial, payroll, and special education process.

  • Experience with Microsoft environment (e.g., MS Word, Excel, and Access), including ability to use technology in the school office setting.

  • Excellence in business English grammar, must be able to communicate clearly and concisely, both orally and in writing. Bilingual (English/Spanish) is preferred.

  • Experience in successfully supervising others in a small office setting.

  • Ability to maintain effective working relationships with others at all levels, including school staff, students, parents, and the public.


JOB DESCRIPTION:
Human Resources announces an opening for Administrative Specialist. This is a full-time (12-month work scheduel), Grade G-10 position with the Teaching & Learning Department.



RESPONSIBILITIES:
Performs one or more sets of the following; may not include all duties performed; not all incumbents perform all essential functions delineated: Manages the Montessori tuition process; Coordinates fianacial activities between the Finance Office and schools. Serves as administrative assistant to director and/or assistant director; relieves supervisor of routine administrative tasks and ensures smooth and efficient day-to-day operation of the section, program or branch to which assigned. Plans, initiates, and carries to completion clerical and administrative support activities. Maintains control records on incoming correspondence and action documents, and follows up on work in progress to ensure timely response or action; utilizes different technology programs to design, prepare, distribute, collect data to support on-line survey services. Maintains supervisor's calendar; makes meeting/travel arrangements; schedules meetings/hearings; and may attend, take minutes/notes at hearings meetings, conferences, etc. Screens supervisor's telephone calls and mail, and personally responds to those that can be handled at the secretarial level, forwarding the remaining calls/mail to supervisor with pertinent background material. Formats and types confidential and general correspondence, reports, and statistical data; tabulates and prepares reports of financial and statistical data. Operates keyboard (typewriter, desktop computer or terminal) utilizing a variety of word processing, spreadsheet, database, graphics and presentation software to prepare correspondence and memoranda, financial and presentation materials; updates, revises, and produces from rough draft reports and correspondence; obtains appropriate signatures on correspondence and forwards to appropriate personnel; enters, edits and updates data files and enrollment records; accesses data files to view information and to print out hard copy reports. Performs a variety of office related financial, accounting and budgetary tasks, utilizing a variety of office technology hardware and software; monitors and tracks expenditures. Compiles data for reports; test results, gathers and interprets information from appropriate source; composes routine correspondence; may prepare information and presentation packets for use by a supervisor or coordinator. Participates in support, instructional, special and related staff (full or part-time) interview, selection, assignment process; including assignment of itinerant and substitute employees. Participates in the scheduling, notification, site arrangement of conferences, training and information meetings. Maintains time and employee attendance records; processes leave requests; maintains leave records; and verifies leave data with payroll office and prepares payroll reports. Utilizes numerous data management techniques to enter, edit, print, and file data. Other duties as assigned.

EXPERIENCE:
Knowledge of business and school office procedures, practices, and equipment; business English and office terminology. Knowledge of the operation, uses and capabilities of computer equipment and computer programs utilized at APS (e.g. Synergy, STAN, and STARS/ORACLE); including good knowledge of MS Word, Excel, Access, PowerPoint, Publisher 2010, and Web Page Management. Experience with accounting and purchasing procedures. Experience in successfully supervising others in a small office setting. Work effectively under minimum supervision. Must maintain confidentiality, exercise tact, good judgment, and initiative. Willing to work in a busy and transitioning environment.

OTHER INFORMATION:
Application Procedures: Outside applicant s must submit an online " Classified" application , attach resume, copy of high school diploma, and provide two work references. Current APS employees must submit an online " Transfer" in-district application (make sure to select the correct application), and attach current resume. The term current employee does not apply to hourly at will employees. We reserve the right not to process any incomplete application. It is the policy of the Arlington School Board, as stated in Policy G-2.30, Employee Relations - Equal Employment Opportunity - that "Employment opportunities shall not be restricted, abridged or otherwise adversely affected on the basis of race, national origin, creed, color, religion, gender, age, economic status, sexual orientation, national origin, marital status, pregnancy status, veteran status, genetic information, gender identity or expression, and/or disability."

APPLY TO: Applicants must follow instructions listed above. Due to a high volume of interest, not all applicants can expect a phone call. Thank you for your interest in Arlington Public Schools.

SALARY:
Salary range of $41,828 to $68,848 per annum.

DAYS:

FROM -   TO -

START DATE:

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