Job Title Department Administrative Specialist
FLSA Exemption Status Non-Exempt
Classification Group Educational Office Professionals
Supervising Position Central Department Director or designee.
Pay Plan Educational Support Personnel
Pay Range Range 10
Last Updated 0604/2024
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. Must have sufficient knowledge of organization’s structure, policies, and personnel to make administrative decisions, exercising independent judgment and discretion. Direct and review work of administrative staff as appropriate. May frequently take independent action. Work on assignments that are complex in nature where considerable judgment, analysis, and initiative are required in resolving problems and making recommendations.
ESSENTIAL DUTIES AND RESPONSIBILITIES The subsequent duties outline the fundamental operations of the position and exemplify the nature of the tasks carried out. They do not encompass a comprehensive inventory of the obligations and responsibilities fulfilled in this role. The approximation of frequencies and time allocation percentages are flexible and subject to the requirements of the organization. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
1.
Provide administrative support to the department director and staff by updating electronically shared meeting documents, newsletters, and handbooks; scheduling and coordinating appointments, meetings, and facilities which may include major events and/or travel and lodging arrangements; maintaining and updating department master calendar; coordinating building use; creating and maintaining filing systems; distributing mail; issuing and tracking building keys; and updating the department’s webpage(s).
Daily 20%2.
Greet and welcome visitors to the building. Answer and screen telephone calls, take messages, and assist staff, students, parents/guardians, and community members with concerns and questions.
Daily 15%3.
Schedule meetings and appointments for staff, supervisor, outside representatives, and students. Prepare agendas, reserves, and facilities, and record and transcribe minutes of meetings. May arrange and coordinate travel schedules and reservations. Maintain and update calendar for department events or special activities.
Daily 15%4.
Draft and/or type letters, memorandums, reports, and related materials (e.g. newsletters, announcements, etc.). Compose and type routine correspondence. Work on special projects as needed.
Daily 10%5.
Conduct research and compile and type statistical reports.
Daily 10%6.
Organize and maintain file system, which may include simple databases, personnel records and actions, surveys, legal documents, evaluations, professional growth, insurance, etc. File correspondence and other records.
Daily 10%7.
Operate word processing equipment to store, edit, format, print, and revise letters, memorandums, databases, reports, forms, labels, and other printed material.
Daily 5%8.
Read, route, and respond to incoming mail. Locate and attach appropriate file(s) with correspondence to be answered by building administration. Prepare outgoing mail and correspondence, including emails and faxes.
Daily 5%9.
Order and maintain supplies/inventory and arrange for equipment maintenance. May process electronic purchase and warehouse orders and/or other financial documents. May complete basic monitoring of a department budget.
Weekly 5%13.
Perform other duties as assigned or requested.
Daily 5% TOTAL 100%REPORTING RELATIONSHIPS This job has no direct supervisory responsibilities.
MINIMUM QUALIFICATIONS The minimum prerequisites of formal education, professional work experience, certifications, licenses, endorsements, designations, trainings, and other criteria that a candidate must fulfill to be considered for a position. It is essential that certifications, licenses, endorsements, designations, and trainings are fulfilled, valid, and not expired.
PHYSICAL REQUIREMENTS AND WORKING CONDITIONS The physical demands, mental functions, cognitive capacities, and work environment factors required to perform a position’s essential functions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
DESIRED QUALIFICATIONS Formal education, professional work experience, certifications, licenses, endorsements, designations, trainings, and other qualifications relevant to the position that are strongly preferred but not mandatory for a candidate to be considered.
