Administrative Support Specialist

4 weeks ago


Clarkston, Michigan, United States GeorgiaGov Full time

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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