Administrative Specialist

Administrative Specialist

The Administrative Specialist provides advanced administrative, operational, and project support to an assigned department, office, or administrator. This position coordinates communications, scheduling, financial and administrative processes, records, projects, and day-to-day office operations to support efficient and effective service delivery. The Administrative Specialist may also serve in a lead capacity by providing training, coaching, procedural guidance, and operational support to assigned clerical or administrative staff and may coordinate department-specific projects, initiatives, and deliverables.

Minimum Qualifications:

• Education:
  
  High School Diploma or GED required. Associate's degree or higher preferred.
• Certification/License: N/A
• Work Experience:
  
  3 years of administrative, operational, project support, or related experience required. Experience supporting projects, programs, or departmental initiatives preferred. Experience in K12 education or public sector preferred.

Knowledge, Skills & Abilities:

• Knowledge of advanced administrative and office management practices, including calendar management, financial documentation, records management, and confidential information handling.
• Knowledge of basic project coordination practices, including scheduling, documentation, timeline management, deliverable tracking, and follow-up.
• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint, and ability to learn and use applicable data, financial, project management, and enterprise systems.
• Strong written and verbal communication skills with the ability to prepare professional correspondence, reports, presentations, and other business documents.
• Ability to organize, coordinate, and monitor multiple projects, assignments, priorities, and deadlines simultaneously.
• Ability to collect, organize, maintain, and interpret information and data used to support departmental operations, projects, and reporting requirements.
• Ability to provide training, coaching, procedural guidance, and support to clerical or administrative staff.
• Ability to exercise sound judgment, maintain confidentiality, resolve routine issues independently, and appropriately escalate sensitive or complex matters.
• Strong organizational skills and attention to detail with the ability to anticipate administrative, operational, and project needs.
• Ability to establish and maintain effective working relationships with employees, administrators, schools, vendors, external partners, and other stakeholders.

Essential Duties:

• Serves as a primary point of contact for the assigned office or administrator, screening and directing calls, correspondence, visitors, and inquiries with professionalism, discretion, and sound judgment.
• Manages calendars, coordinates meetings, and prepares agendas, presentations, correspondence, reports, and related materials.
• Prepares, reviews, and distributes correspondence, reports, presentations, and other departmental communications and documentation.
• Maintains organized physical and electronic records systems, ensuring accurate documentation and compliance with applicable records retention and confidentiality requirements.
• Processes purchase requisitions, purchase orders, P-Card transactions, procurement documentation, and other financial transactions; monitors expenditures and supports budget reconciliation and reporting.
• Maintains accurate financial and administrative records and assists with budget tracking, projections, reconciliation, and year-end activities.
• Supports departmental personnel processes, including timekeeping, leave documentation, hiring logistics, onboarding coordination, and other Human Resources-related activities as assigned.
• Resolves routine administrative and operational inquiries independently and escalates complex or sensitive matters to the appropriate administrator.
• Provides training, coaching, procedural guidance, and operational support to assigned clerical or administrative staff; assists with developing procedures, onboarding staff, and promoting consistent administrative practices.
• Coordinates departmental logistics, including supplies, facilities requests, meetings, trainings, events, travel, and other operational needs.
• Coordinates and supports assigned projects, programs, and initiatives by maintaining project documentation, tracking timelines and deliverables, scheduling meetings, collecting and organizing information, communicating status updates, and following up on action items.
• Compiles, maintains, and analyzes project- or department-specific information and data to support reports, presentations, planning activities, operational decisions, and required deliverables.
• Collaborates with internal departments, schools, external partners, vendors, and other stakeholders to support assigned projects and ensure timely completion of administrative and operational requirements.
• Adapts administrative and project support activities to meet department-specific…