Executive Administrative Specialist

Position: EXECUTIVE ADMINISTRATIVE SPECIALIST
Job Description

Human Resources announces a 1.0 Executive Administrative Specialist. This is a 12-month, 260 days, Grade G-12 with the Department of School Support.

GENERAL STATEMENT OF DUTIES: Serves as personal administrative assistant to the Chief of School Support. Relieves supervisor of routine administrative tasks and ensures smooth and efficient operation of the supervisor's office. Responsible for the administrative support operation of the assigned department, requiring frequent contacts with the most senior officials of the school system, colleges, universities and area business leaders and members of the community.

Also handles unusually difficult, complex, and confidential matters within the field. The work involves all facets of secretarial functions and activities, including typing, bookkeeping, check deposits, some financial responsibilities for various other departments and programs, and public relations. Employees frequently work independently when dealing with complaints, information dissemination, and other departments within the school system. Positions allocated to this class serve major organizational components of the school system and require an understanding of system-wide and administrative procedures.

MINIMUM EDUCATION, TRAINING AND EXPERIENCE REQUIREMENTS: Graduation from high school, including or supplemented by courses in typing, word processing and office practices or supplemented by college level, administrative assistant and office management courses (Associate Degree preferred), and extensive progressively more responsible secretarial experience, some of which shall have been at the level of Administrative Specialist, preferably in a setting similar to assignment;

or any equivalent combination of education and experience that would provide the above noted knowledge, skill, and ability.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES: Comprehensive knowledge of major educational business office administrative support functions, modern office terminology, procedures, and equipment;
Must have keen understanding of computer software, browsers, and operating systems in order to perform the job, including strong knowledge of Microsoft Office software (Excel, Word, PowerPoint, and Outlook);
Ability input data into a customer relationship management (CRM) system, customer service platform, or virtual help desk;
Comprehensive knowledge of the organization and functions of the school system, including established procedures and practices of the subdivision to which assigned, and the names and responsibilities of school division administrative staff;
Comprehensive knowledge of computer functions, including system wide and departmental specific technology operations, the hardware and software applications of the office to which assigned;
Thorough knowledge of local, state and federal regulations which govern subdivision operations and ability to apply said knowledge to secretarial support level decisions;
Ability to manage clerical and administrative support activities of a large school subdivision and to supervise and manage activities and staff;
Ability to communicate effectively, both orally and in writing;
Ability to make relatively complex mathematical computations rapidly and accurately;
Ability to interact with top level officials and all staff with tact, courtesy and diplomacy;
Ability to follow complex oral and written instructions;
Ability to work well under pressure with constant deadlines and frequent interruptions;
Strong job experience in organization and time management skills;
Strategic planning skills;
Analytical thinker;
Resourceful and detailed-oriented;
Other duties as assigned.

ESSENTIAL FUNCTIONS OF THE CLASS (May not include all duties performed; not all incumbents perform all essential functions delineated.)
Plans, initiates, and carries to completion departmental program or administrative support activities; develops, monitors and modifies departmental office procedures and organizes office projects and processes, managing day-to-day office operations.
Screens telephone calls and mail, and personally responds to those that can be handled at the…