Administrative Support Specialist
4 weeks ago
Job Summary
The Georgia Department of Education is seeking an experienced Administrative Assistant to provide support to the School-level Superintendent. This role involves coordinating and organizing office activities, coordinating communications and information flow, and providing administrative and operational duties that support the work of the School-level Superintendent's Office.
Description of Duties
- Perform needs assessments and diverse office-related responsibilities within areas and limits of authority as delegated by the School-level Superintendent.
- Coordinate and organize office activities and coordinates communications and information flow for the School-level Superintendent.
- Receive and greet visitors, provide information to parents and the public, and screen correspondence and telephone calls for administrators and staff.
- Interpersonal skills using tact, patience, and courtesy, and answer questions and resolve situations involving students, parents, the public, location staff, and Division of State Schools District Office personnel.
- Maintain confidentiality of various aspects of school operation, including sensitive and personal information.
- Perform a wide variety of administrative work, including typing and word processing, proofreading, filing, recording information, and processing and distribution of correspondence.
- Attend and participate in assigned meetings and training, and prepare minutes from notes as required.
- Compose correspondence independently or with general instruction on a wide range of subjects requiring knowledge of procedures and policies of the school, DOSS, or assigned area.
- Ensure correct English usage, grammar, spelling, punctuation, and vocabulary on assigned documents.
- Establish, maintain, and assure proper use of confidential files, including student, personnel, and payroll records.
- Operate a variety of office equipment, including a copier, fax machine, two-way radio, computer, and assigned software.
- Utilize basic computer functions, including Word, Excel, and PowerPoint, and input a variety of information into an assigned system.
- Perform assigned financial duties and maintain assigned financial records, school budgets, and site accounts.
- Prepare and submit purchase orders and work orders as assigned, and prepare reimbursement requests and deposits according to established procedures.
- Ensure required purchase order documents are submitted accurately and meet deadline requirements.
- Compile information and prepare and maintain a variety of records and reports related to assigned activities.
- Update and maintain multiple calendars as assigned, organize appointments and meetings, and make arrangements for school visitations and facility use.
- Track and order assigned school supplies according to established procedures and ensure appropriate levels of supplies are maintained.
- Update absence and timesheet information for assigned personnel.
- Serve as a major program information resource person and liaison between schools, departments, DOSS, and other locations.
- Provide training and work direction to assigned office personnel, organize and expedites the workflow of the school site, and offers guidance and direction to other school personnel as needed.
- Assist with registration duties as needed.
- Communicate with personnel and various outside agencies to exchange information, request, and provide materials, coordinate activities, and resolve issues or concerns.
- Secure substitutes in order to assure adequate coverage for the school site, orient substitute personnel, and provide keys and pertinent information.
- Assist with planning school events and field trips as needed, and arrange travel for assigned personnel as required.
- Monitor front desk area, including conducting comprehensive clerical research, answering phones, and greeting visitors.
- Organize materials and resources for school presentations and conferences.
- Prepare memoranda, meeting notes, reports, and other documents.
- Provide administrative and clerical support to school administrative team.
- Monitor and maintain office supplies and equipment.
- Administer Basic first aid techniques.
Preferred Qualifications
Preference will be given to applicants who, in addition to meeting the minimum qualification, possess one or more of the following:
·Two years of experience of general office or administrative experience.
·Associate degree in a related field and one year of experience in a similar setting.
·Bachelor's degree in a related field.
·Experience with Excel and all Microsoft applications.
·Experience with Concur.
·Experience with State of Georgia TeamWorks; Employee Self Service.
·Experience with Infinite Campus.
·Experience with Canvas.
·ASL proficiency at 3+ or above as measured by the American Sign Language Proficiency Interview (ASLPI).
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