ADMINISTRATIVE SPECIALIST - Arlington Public Schools : Job Details

Job Description QUALIFICATIONS: Graduation from high school, including or supplemented by courses in keyboarding and computer utilization and office practices (some college business management course work preferred) , and considerable progressively more responsible AA experience, preferably in an education or education-related setting, some of which shall have been at the level of Administrative Assistant, or School Administrative Assistant; or any equivalent combination of education and experience that would provide the above noted knowledge, skills, and ability. REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES: Comprehensive knowledge of business office procedures, practices, and equipment, business English and office terminology. Comprehensive knowledge of the standard computer hardware and software used in modern business offices and ability to type/operate personal computers, and data terminals keyboard and peripheral equipment. Knowledge of STARS/ORACLE (payroll), TMAtalk Work Order System, and Workers Compensation process is preferred. Comprehensive knowledge of procedure of the office or tasks to which assigned, including the technology programs/systems utilized to successfully complete assigned tasks. Ability to maintain clerical records and prepare relatively complex reports from such records. Ability to operate a variety of standard office equipment. Ability to deal with senior level APS employees, fellow employees, school-based staff and the public, tactfully and courteously and to work harmoniously with other employees. Ability to communicate clearly and concisely, both orally and in writing. Good organizational, human relations and communication skills. ESSENTIAL FUNCTIONS OF THE CLASS (May not include all duties performed; not all incumbents perform all essential functions delineated.) Process incoming maintenance Work Requests from all APS schools/buildings; process all payroll data in a timely manner; and process Workers Compensation Claims. 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. Performs related work as required or assigned