Administrative Specialist II

2 weeks ago

Alexandria, United States Alexandria City Public Schools Full time

Job Description

The Administrative Specialist II, in addition to having responsibility for overall day-to-day office administration for the Human Resources Department, is assigned specialized administrative work of a complex nature. Such work generally includes developing reports to oversee and monitor contracts, inventories, budgets, purchases, and expenditures, for which the position may be delegated management responsibility. Positions in this classification act as the department's liaison to various committees and resolve issues with key personnel throughout ACPS.

The position reports directly to the Executive Director of Human Resources and also provides general administrative support to the Chief of Staff, HR Directors, and all HR staff members. The incumbent holds system-wide operational responsibilities and is required to work in-person from the ACPS-Central Office location Monday through Friday from 8:00 am to 5:00 pm.

Qualifications

Education: High school diploma or equivalent required. Associates Degree preferred or equivalent.

Certificates & Licenses: None required.

Experience: One (1) year of specialized administrative work in support of a high-level official is required.

Essential Functions

  • Oversees day-to-day office operations of the Human Resources Department.
  • Supports the Executive Director, Chief of Staff, and HR Department personnel by providing assistance with administrative activities, using MUNIS, TalentEd, LaborSoft, and/or other ACPS-automated systems to carry out HR tasks, providing direction to other office support personnel, as needed.
  • Greets visitors to the HR Department and provides guidance and support as appropriate.
  • Meets with stakeholders to assess the matter at hand and refer to the appropriate staff member to resolve the issue, providing follow-up communication to all parties as needed.
  • Provides telephone and email support for a wide variety of inquiries from internal and external parties (e.g., staff, parents, students, public agencies, etc.) to provide information/guidance and/or direct to the appropriate staff for resolution; and mails communications as needed, using return receipt and/or certified mail.
  • Manages on site emergencies within the HR Department as they arise, collaborating with colleagues across Central Office as needed.
  • Helps develop operating budgets and associated spreadsheets for managerial decision making.
  • Monitors and reconciles various finance and budget reports.
  • Processes a wide variety of documents and materials (e.g., Board memoranda, PowerPoint slides, reports, letters, meeting minutes, etc.) in compliance with program, district, state, and federal requirements; and creates forms, databases, and spreadsheets to streamline reporting processes.
  • Develops specialized reports and represents the HR Department on various committees.
  • Oversees contracts, grants, and procurements to provide documentation in accordance with administrative and legal requirements.
  • Coordinates schedules, meetings, travel, and activities in support of the Executive Director, assigned Director, and/or assigned HR tasks and activities.
  • Creates and maintains files, contracts, and records (confidential/non-confidential) in accordance with administrative/legal requirements and HR protocols; and scans and electronically files documentation, using established electronic filing systems.
  • Manages office staff time and leave usage, often overseeing payroll activities.
  • Helps manage travel reimbursements, ordering of materials and supplies, and other items as requested.
  • Researches a wide variety of topics (e.g., HR best practices, current practices, Board policies/documents, education codes, open positions, etc.) to provide information for addressing various administrative requirements, finance requirements, and budget decisions.
  • Responds to a wide variety of inquiries, many from key personnel within ACPS, to provide information, facilitate communication among parties, provide direction, and resolve issues.
  • Manages requests for temporary staff services and maintains coordination with staffing agencies.
  • Performs other duties as assigned by the Chief of Staff, Executive Director of Human Resources, HR Department Directors, and HR staff to ensure an efficient and effective work environment.

Clearances

  • Criminal Justice Fingerprint/Background Clearance.
  • Tuberculosis Skin Test.

WP

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