Administrative Specialist II

13 hours ago


Alexandria, Virginia, United States Alexandria City Public Schools Full time
Job Description:

The Administrative Specialist II plays a critical role in the Human Resources Department, overseeing day-to-day office operations and providing specialized administrative support to the Executive Director, Chief of Staff, and HR staff members.

Key Responsibilities:

  • Develop and implement reports to monitor contracts, inventories, budgets, purchases, and expenditures.
  • Act as the department's liaison to various committees and resolve issues with key personnel throughout ACPS.
  • Provide general administrative support, including assistance with HR tasks, using MUNIS, TalentEd, LaborSoft, and other ACPS-automated systems.
  • Meet with stakeholders to assess matters and refer to the appropriate staff member to resolve issues.
  • Prepare a wide variety of written materials, including Board Summaries, reports, memos, letters, and financial information.
  • Provide telephone and email support for inquiries from internal and external parties.
  • Manage on-site emergencies and collaborate with colleagues across Central Office as needed.
  • Help develop operating budgets and associated spreadsheets for managerial decision making.
  • Monitor and reconcile finance and budget reports.
  • Process documents and materials in compliance with program, district, state, and federal requirements.
  • Develop specialized reports and represent the HR Department on various committees.
  • Oversee contracts, grants, and procurements to provide documentation in accordance with administrative and legal requirements.
  • Coordinate 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 in accordance with administrative/legal requirements and HR protocols.
  • Manage office staff time and leave usage, often overseeing payroll activities.
  • Help manage travel reimbursements, ordering of materials and supplies, and other items as requested.
  • Research topics to provide information for addressing various administrative requirements, finance requirements, and budget decisions.
  • Respond to inquiries to provide information, facilitate communication among parties, provide direction, and resolve issues.
  • Manage requests for temporary staff services and maintain coordination with staffing agencies.

Clearances:

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


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