Special Populations Department Administrative Specialist - Student Achievement Resource Center

Job Title

Department Administrative Specialist

Under the direction of a Central Department Director, perform administrative office functions to ensure the smooth and efficient operation of the department administrative office. Relieve a central administration director of many administrative details, provide administrative assistance to other department staff as needed, and exercise independent judgment and discretion. Direct and review work of administrative staff as appropriate and take independent action on assignments that are complex and require significant judgment, analysis, and initiative.

• Provide administrative support to the department director and staff: update shared meeting documents, newsletters, handbooks; schedule and coordinate appointments, meetings, and facilities; maintain department master calendar; coordinate building use; create and maintain filing systems; distribute mail; issue and track building keys; and update the department’s webpage(s).
• Greet and welcome visitors; answer and screen telephone calls, take messages, and assist staff, students, parents/guardians, and community members with concerns and questions.
• Schedule meetings and appointments for staff, supervisor, outside representatives, and students; prepare agendas and reserves; record and transcribe minutes; arrange travel schedules and reservations; maintain calendar for department events or special activities.
• Draft and/or type letters, memorandums, reports, newsletters, announcements and routine correspondence; work on special projects as needed.
• Conduct research and compile and type statistical reports.
• Organize and maintain file system, databases, personnel records, surveys, legal documents, evaluations, etc.; file correspondence and other records.
• Operate word processing equipment to store, edit, format, print, and revise documents and forms.
• Read, route, and respond to incoming mail; prepare outgoing mail and correspondence, including emails and faxes.
• Order and maintain supplies/inventory and arrange equipment maintenance; process electronic purchase and warehouse orders and basic monitoring of a department budget.
• Perform other duties as assigned or requested.

This job has no direct supervisory responsibilities.

• Criminal background check and fingerprinting required.
• High School Equivalency (HSE) diploma.
• One (1) year of administrative assistant/clerical, human resources, budget, payroll, accounting, banking/loan servicing, or School Support Para‑Educator experience.
• Intermediate knowledge of common office application software and Microsoft Office.
• Advanced knowledge of typical office equipment (telephones, copiers, fax machines, email).
• Intermediate verbal and written communication skills; intermediate organizational skills; advanced interpersonal relations skills.
• Ability to operate common office equipment; work alone and with others; write routine reports and correspondence; read and interpret documents such as safety rules, operating and maintenance instructions, and policy books.
• Ability to keep up‑to‑date technically and apply new knowledge to the job; adapt to and master new system applications and processes as implemented by the district or department.
• Ability to communicate, interact and work effectively and cooperatively with all people, including those from diverse ethnic and educational backgrounds.
• Ability to stay current with District policies, standards, and training in data quality, data privacy, and cyber‑security with respect to student and staff data.
• Ability to recognize the importance of safety in the workplace, follow safety rules, practice safe work habits, utilize appropriate safety equipment, and report unsafe conditions.
• Ability to promote and follow Board of Education policies, District policies, and building and department procedures.

• Light work strength level (lifting or carrying up to 25 pounds).
• Primarily works indoors with moderate noise level.
• Work location subject to change to meet organizational requirements.
• Sedentary work; frequent bending and reaching; occasional lifting, pulling, pushing; occasional standing and walking.
• Manual dexterity to operate a computer keyboard; repetitive motions; visual concentration and depth perception; eye/hand coordination; speaking and hearing; concentrated reading/writing/mathematics; varying noise levels; occasional exposure to outdoor weather conditions; normal school district environment.

• Experience working in the public sector.
• Experience working directly with people from diverse racial, ethnic, and socioeconomic backgrounds.
• Racially conscious and culturally competent with the skill, will, capacity, and knowledge to commit to a culture of continuous improvement.
• Education and/or training beyond high school.