Administrative Specialist II

Job Description

The Administrative Apecialist II classification, in addition to responsibility for overall day-to-day office administration, support of two senior leaders and management for a large ACPS department, is assigned specialized administrative work of a complex nature. Such work generally includes arrangements for audio-visual services, event planning, assistance with new employee onboarding, management of overall department calendar, production of materials, developing reports to oversee and monitor contracts, inventories, budgets, procurement compliance, purchases and expenditures, for which the position may be delegated management responsibility. Positions in this classification act as a primary support to one or more senior leaders and as the department's liaison to various offices and resolve issues with key personnel throughout ACPS. The position reports directly to the chief of school and community relations with assistance also requested by the executive director of communications, in addition to having system-wide operational responsibility and working under general supervision.

Qualifications

Education: Associates Degree preferred or equivalent.

Certificates & Licenses: None required.

Experience: Minimum of two (2) years of specialized administrative work in support of one or more high-level officials is required.

Essential Functions

• Provides administrative support to the chief of school and community relations and to the executive director of communications.
• Oversees day-to-day office operations supporting a large department.
• Responsible for developing operating budgets and associated spreadsheets for managerial decision making.
• Develops, monitors and reconciles various finance and budget reports.
• Coordinates schedules, meetings, travel, professional memberships, conference registration and activities in support of assigned administrator and department staff's operational activities.
• Creates forms, databases, spreadsheets to streamline reporting processes.
• Oversees contracts, grants, and procurements to provide documentation in accordance with administrative and legal requirements.
• Develops specialized reports as needed.
• Manages the school division's electronic flyer request system and assists with audio-visual service requests.
• Manages office staff time and leave usage often overseeing payroll activities.
• Maintains office files and records for the department.
• Processes a wide variety of documents and materials in compliance with program, division, state and federal requirements.
• Compiles the weekly media report of media mentions for the school division.
• Attends events, video filming, media opportunities and school visits for support as needed
• Researches a variety of topics to provide information to address a variety of administrative decision-making requirements, including finance and budget decisions.
• Responds to a wide variety of inquiries, many from key personnel within ACPS to provide information, facilitate communication among parties, provide direction, and resolve issues.
• Supports assigned administrative and department personnel to provide assistance with administrative activities and coordinates audio-visual services needs.
• Crafts correspondence on behalf of the administrator or department as needed or requested.
• Assists with requesting equipment for department staff and new employees, as well as with new employee onboarding.
• Performs other related duties, as assigned, to ensure the efficient and effective functioning of the work unit.
• Some evening and weekend hours will be required.

Clearances

• Criminal Justice Fingerprint/Background Clearance
• Tuberculosis Skin Test