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Administrative Support Specialist

2 months ago

Baltimore, Maryland, United States Baltimore City Public School System Full time
Job Summary

We are seeking a highly skilled and experienced Administrative Assistant II to provide confidential secretarial and administrative support to the Chief Academic Officer and the Academic Office. The successful candidate will be responsible for managing the clerical and administrative support activities for this senior executive's office, exercising considerable discretion and independent judgment in overseeing complex and confidential matters.

Key Responsibilities
  • Direct and coordinate administrative activities for the assigned office, working collaboratively with senior staff to complete assignments from the Officer or Director.
  • Implement administrative decisions and policies, transmitting instructions with the authority of the supervisor.
  • Support the schedule of the Chief Academic Officer, ensuring their preparation for meetings and events.
  • Manage the Academic office conference and meeting space, scheduling and maintaining facilities.
  • Lead phone line management for all lines supporting the Academic Offices.
  • Screen and manage requests and inquiries, processing sensitive and confidential information.
  • Manage payroll and associated leaves processes and approvals.
  • Develop and oversee the maintenance of administrative manuals, guides, and filing systems.
  • Support the design and implementation of administrative processes associated with leaves and signature requests.
  • Order necessary equipment and materials, monitoring annual purchases for control of supply costs.
  • Represent the Chief Academic Officer, presenting and discussing administrative matters as directed.
  • Monitor office and administrative activities to ensure compliance with Federal, State, and City affirmative action requirements.
Requirements
  • Bachelor's degree from an accredited college or institution.
  • Three years of experience providing administrative support to a department head or senior manager.
  • Additional administrative support experience may be substituted on a year-for-year basis for the education requirement.
  • Knowledge of the principles and practices of administrative analysis.
  • Knowledge of office practices and protocol.
  • Knowledge of principles and procedures of office management and supervision.
  • Knowledge of standard record maintenance procedures.
  • Excellent oral and written communication skills.
  • Proficient skill in the use of technical computer applications, including Microsoft Word, Excel, PowerPoint, and Outlook or similar package.
  • Skills in planning and coordinating administrative and/or clerical functions.
  • Skills in setting work priorities and assigning work.
  • Skills in expressing ideas and abstract thoughts clearly in both written and oral form.
  • Ability to conduct administrative and organizational studies and make recommendations for improvements.
  • Ability to collect, compile, analyze data, assemble information, and prepare reports.
  • Ability to interpret the administrative policies and procedures of the City Schools.
  • Ability to establish and maintain effective working relationships with associates, officials, and employees.
  • Ability to prioritize, plan, and execute multiple, complicated, and continuing assignments in a timely manner.