Administrative Assistant II

Location
Alexandria, Virginia
Posted
Sep 01, 2020
Closes
Oct 06, 2020
Ref
1941
Function
Administrative
Industry
Education
Career Level
Entry Level
Hours
Full Time
Job Description:

The Administrative Assistant II, Operations provides administrative support to the Facilities and Operations Department leadership and front office staff; acts as liaison between the Executive Director of Facilities and Operations and other parties; monitors assigned programs and projects; ensures smooth and efficient scheduling, financial management, communications and associated administration for the Departmental office; and provides an effective interface between the Facilities and Operations Department offices including Capital Programs, Transportation, School Nutrition Services, Educational Facilities, Maintenance and Custodial Services, Safety and Security Services and other ACPS departments and school-based staff.

Qualifications:
  • Education: High school diploma or equivalent.
  • Experience: A minimum of five years job related administrative experience, including support for executive or senior administrative level personnel. Educational system administration or experience desired. Strong writing and communications skills, information technology and presentation acumen.

Essential Functions:

  • Arranges and coordinates meetings and activities in support of the Facilities and Operation's Department's activities.
  • Evaluates interactions, situations and events (e.g. involving other staff, students, parents, the public, etc.) and takes appropriate actions and/or directs to appropriate personnel for resolution.
  • Updates the webpage for the Department (and respective offices within the Department)
  • Maintains a wide variety of files and records (e.g. manual/computer, confidential/non-confidential) (e.g. budget, purchase orders, payroll, etc.) to provide documentation in accordance with administrative and legal requirements.
  • Maintains inventory of office supplies for the purpose of ensuring items' availability.
  • Monitors assigned departmental activities and/or program components (e.g. payroll, travel arrangements and reimbursements, meetings and events, etc.) to ensure goals are achieved, target dates are met and financial, legal and/or administrative requirements are satisfied.
  • Prepares a wide variety of written materials (e.g. Board Summaries, reports, memos, letters, financial information, minutes, etc.) to document activities, provide written reference and/or convey information.
  • Processes a wide variety of documents and materials (e.g. payroll adjustments, leave slips, employment verifications, course reimbursement, budget adjustments, etc.) to disseminate information in compliance with program, district, state and/or federal requirements.
  • Researches a wide variety of topics (e.g. policies and procedures, education codes, legal and compliance information, etc.) to provide information for addressing Operations Department and ACPS division-wide administrative requirements and practices.
  • Responds to a wide variety of inquiries from internal and external parties (e.g. staff, parents, students, public agencies, etc.) to provide information, facilitate communication among parties and/or provide direction.
  • Sets up interviews to fill vacant positions within the department, which includes but is not limited to, editing job postings, arranging interview panels, making room reservations and contacting applicants to set up their interviews either in person or via virtually.
  • Serves as a resource to other support staff to provide direction and/or technical support with assignments.
  • Relieves assigned floor administrator of routine administrative tasks.
  • Attends meetings and workshops to record events, convey and/or receive information, develop posted materials and compile official documentation.
  • Assists other personnel as may be required to ensure an efficient and effective work environment.


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

WP

Primary Location:
Central Office
Salary Range:
$46,310.40 - $56,947.20 / Support SUP-24
Shift Type:
Full-Time

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