Administrative Specialist I

Location
Alexandria, Virginia
Posted
Sep 18, 2020
Closes
Sep 26, 2020
Ref
1955
Function
Administrative
Industry
Education
Hours
Full Time
Job Description:

The Administrative Specialist reports to the Chief of Teaching, Learning, and Leadership, and is responsible for all MUNIS operating budget maintenance, technical support, and customer service for multiple offices and teams within the Department of Teaching, Learning, and Leadership.

Qualification:

Education: Minimum high school diploma or equivalent.

Certificates & Licenses: None required.

Experience: Job-related experience in budget management, including knowledge of data-based budget management technology (e.g., MUNIS).

Key Competencies: Microsoft Word, expertise in Excel, PowerPoint development, and maintaining databases.

Essential Functions:
  • Maintains the Front Desk/Reception area for the Department of Teaching, Learning, and Leadership.
  • Coordinates school transfer request appeal meetings (i.e., setting up zoom calls, emailing parents, etc.).
  • Coordinates meetings and activities in support of assigned administrative personnel's operational activities.
  • Maintains a wide variety of files and records (manual/computer; confidential/non-confidential) (e.g. budget, purchase orders, payroll, etc.) to provide documentation in accordance with administrative and legal requirements.
  • Maintains virtual 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. 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. current practices, policies, education codes, etc.) to provide information for addressing a variety of administrative requirements.
  • 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.
  • Serves as a resource to other support staff to provide direction and/or technical support with assignments.
  • Attends meetings and workshops to record events, convey and/or receive information.
  • Assists other personnel as may be required to ensure an efficient and effective work environment.
  • Maintains an efficient and accurate approach to budget analysis and management for this office, including:
    • Creating requisition orders for TAG and School Leadership;
    • Working with the TAG Coordinator to ensure appropriate procurement and sole-source policies and regulations are followed;
    • Handing all aspects of purchase order development for the office (including working closely with TAG Instructional Specialist to address long-range and immediate school-based needs);
    • Troubleshooting all aspects of purchase order completion (including ongoing communication with internal staff in multiple offices);
    • Working with office-level Budget Adjustment Requests, Payroll Adjustments, Special Check Requests, and Employee Travel Expenses (both local and conference-based);
    • Managing budget operations associated with division-level curriculum programs and projects;
    • Interfacing with relevant central office and school-based personnel to deal with all facets of curriculum-based budget operations; and
    • Preparing weekly reports regarding fiscal balances, challenges, work accomplishments, and priorities.
  • Provide efficient and effective customer service regarding all facets of curriculum-related materials and supplies, including phone and email communication, and general troubleshooting.
  • Attend and participate in professional development for administrative assistants.
  • Collaborate with other executive and administrative assistants in achieving priorities and floor assignments.
  • All other duties as assigned.

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

WP

Primary Location:
Central Office
Salary Range:
$43,660.80 - $53,683.20 / Support SUP-22
Shift Type:
Full-Time

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