Administrative Support Specialist

2 weeks ago

Atlanta, Georgia, United States Fulton County Schools Full time
Job Summary

The Administrative Support Specialist provides high-level administrative support to the head of a major function area, including schools, instructional, and operational departments. This role involves providing clerical support, planning meetings, and overall office management. The incumbent responds to inquiries, providing information relating to FCS policies and procedures, and refers complex inquiries to the supervisor. Additionally, the Administrative Support Specialist is responsible for monitoring, tracking, and reconciling budget activity in the SAP system.

Key Responsibilities
  • Maintains the departmental calendar, including official business, meetings, conferences, and other department events
  • Processes applicable data using the SAP system, including employee data, payroll, purchasing, invoices, and budget-related information
  • Answers telephone calls in a courteous and tactful manner, attempting to resolve complaints in a calm and courteous manner
  • Monitors inventory of office supplies required for the area of responsibility and orders additional materials as needed within budget parameters
  • Performs various clerical and secretarial support work associated with special projects, such as conference and committee meeting planning
  • Maintains highly confidential data utilized by the supervisor/department
  • Receives and screens telephone calls, letters, and/or visitors
  • Responds to requests and correspondence on own initiative and as directed by the supervisor
  • Compiles and assimilates information to prepare budgets for the District
  • Identifies and provides solutions to routine business matters requiring minimum direction from the supervisor
  • Prepares, types, and processes correspondence and other documents to ensure accuracy, completeness, and timeliness
  • Creates, maintains, and manipulates data to generate reports and locate information found in documents, correspondence, etc.
  • Receives, sorts, and distributes department mail in an accurate and timely manner, ensuring that all mail received is forwarded to the appropriate person and/or destination
  • Collects and prepares outgoing mail for the department
  • Maintains a current contact list of all District personnel to ensure they are easily accessible for contact
  • Schedules travel and maintains itineraries for employees within the department
  • Schedules and maintains the department's conference room and classrooms, ensuring proper equipment is available and set up as required/requested
  • Coordinates arrangements for meetings, conferences, and travel through interaction with customers, suppliers, and employees on behalf of the supervisor
Requirements

Education
High School Diploma or GED equivalent

Certification/Licensure
None required, but must be willing to acquire additional training as directed by the manager

Experience
Minimum of 5 years of clerical/administrative experience required, with experience with SAP or other major Enterprise system preferred

Knowledge/Skills/Abilities
  • Proficient in Microsoft Office
  • Proven ability to handle confidential information
  • Must be able to successfully manage multiple tasks, projects, and responsibilities
  • Ability to compose and compile correspondence from a variety of sources
  • Ability to exercise sound judgment
  • Must be able to work independently
  • Excellent organizational and customer service skills
  • Excellent communication skills, both written and verbal
Working Conditions
  • Normal office environment
Physical Demands
  • Routine physical activities of sitting, standing, and walking
  • May have to lift up to 10 lbs

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