Office _ Office Specialist to Deputy​/Chief; Chief of Staff

Office Specialist to Deputy/Chief

Perform routine and non-routine tasks to support the daily operations and activities of the Deputy/Chief Officer. Coordinate and develop workflow processes and manage projects to ensure compliance with all relevant legislation and internal policies. Perform duties autonomously with limited supervision as a highly skilled individual contributor. Serve as a team lead or informal supervisor as required.

Essential Job Duties

• Facilitates project management and coordinates projects and events.
• Answers and directs telephone inquiries, responds to emails and handles other forms of communication.
• Prepares documents, including correspondence, reports, Board of Education meeting materials, presentations, invoices, memos, letters, and financial statements.
• Organizes the Chief Officer's calendar by scheduling appointments and coordinating with other departments to ensure cohesive support aligned with strategic plans.
• Proofreads and edits correspondence written by senior staff, drafts dictated responses and follows up as necessary.
• Distributes incoming memos, submissions, and reports appropriately, maintaining confidentiality.
• Conducts research for high-level administrative support tasks.
• Maintains departmental processes, policies, and procedures within DCSD guidelines and regularly monitors adherence to these standards.
• Schedules internal and external meetings with individuals and organizations while obtaining detailed information related to meeting requests.
• Performs clerical functions such as filing documents and managing databases.
• Provides insight on process improvements and successful outcomes and makes recommendations for solutions.
• Performs additional duties as assigned.

Qualifications

Associate degree with a minimum of eight (8) years of relevant experience required. If an Associate's degree is not held a High School Diploma with a minimum of 10 years of related experience may be considered.