Administrative Specialist (District Office Receptionist)

Position Type: Secretarial/Clerical

Location: Cartwright School District Office, 85031

Date Posted: 2/10/2021

Date Available: Immediately

Date Closing: Until Filled

JOB GOAL:
Incumbents are responsible for performing duties of a specialized nature or serving as a lead to Administrative Technicians
The Administrative Specialist is the third level in a four level administrative support series. The Administrative Specialist is distinguished from the Administrative Technician by its responsibility for performing paraprofessional administrative support activities requiring thorough knowledge and understanding of rules, regulations, and policies in area of assignment. The Administrative Specialist is distinguished from the Administrative Coordinator, which is responsible for performing highly confidential and administrative support activities which have District-wide impact requiring independent operational decision-making.

QUALIFICATIONS:

• Training and Experience (position requirements at entry):
• High School Diploma or General Equivalency Diploma (G.E.D.), and two years of specialized training and/or experience in the area of assignment, or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above. An Associates Degree is preferred.

PERFORMANCE RESPONSIBILITIES: (These duties are a representative sample; position assignments may vary.)

• Maintains a variety of files and/or records, which may include: student folders, transfers, evaluations, immunizations, demographic information, attendance records, and other related student information; work orders, requisitions, purchase orders, state tax credit logs, fire drills, Title I students, professional development requests, and other related files and/or records.
• Prepares, verifies, codes, and/or processes a variety of information and/or paperwork, which may include: class lists, student withdrawals and transfers, record requests, graduate records, attendance records, timesheets, bank statements, purchase orders, student activity accounts, deposit slips, student slips, meal applications and other related information and/or paperwork; prepares related reports.
• Types a variety of materials, which may include: dictated psychological evaluations, notices, letters, awards, memorandums, student reminders, handouts, class lists, school calendars, forms, status reports, requisitions, booklets, service forms, event programs, and other related materials.
• Performs routine office activities, which may include: making copies; filing; sorting, opening, and distributing mail; maintaining databases; faxing documents; maintaining and troubleshooting office equipment; and, performing other related activities
• Answers telephones and greets students, staff, parents, and administrators to include directing calls, taking messages, answering questions, and providing information; expedites the resolution of concerns and/or complaints.
• Maintains supplies inventory and places orders with the Districts materials center and/or outside vendors.
• Compiles a variety of information and data and prepares related reports.
• Trains new office staff on policies, procedures, and practices.
• Assists in the destruction of records using established records retention guidelines.
• Assists in monitoring budgetary expenditures and account balances.
• Performs other duties of a similar nature or level.

Positions assigned to school site offices may be responsible for:

• Distributing classroom keys and familiarizing substitutes with the campus;
• Covering for the nurse by taking temperatures, administering medications, and other related activities;
• Taking picture identifications of personnel, staff, and students;
• Reserving buses for field trips.

Positions assigned to food services may be responsible for:

• Preparing work orders for school cafeterias, warehouse, and office;
• Preparing invoices for special events;
• Typing and copying menus.

Positions assigned to educational services may be responsible for:

• Preparing and organizing materials, meeting rooms, and refreshments for in-services, workshops, meetings, luncheons, and/or other related events;
• Coordinating educational events;
• Assembling testing materials;
• Assisting with school program audits.
• Physical Requirement for THIS position is designated as LIGHT WORK

Positions assigned to special services may be responsible for:

• Reviewing coding and available funds in order to process requisitions and extra duty time sheets
• Tracking all expenditures related to the IDEA Basic and Preschool grants
• Participating in the budget process
• Tracking placement of students at private education facilities and at residential treatment center

Positions assigned to business services may be responsible for:

• Drafting routine memorandums, informational in nature;
• Preparing spreadsheets of bid/RFP responses;
• Coordinating photographic film processing for District schools;
• Coordinating musical instrument repairs, annually.

Positions assigned to transportation may be responsible for:

• Preparing route sheets for bussing routes;
• Maintaining special needs student listings and files;
• Gathering and calculating mileage breakdowns on buses for reporting purposes;
• Creating boundaries to prepare enrollment analysis for study purposes.

Positions assigned to buildings and operations may be responsible for:

• Completing and running work order requests from schools and submitting to appropriate individual(s) for completion.

Positions assigned to the music, art, and gifted programs may be responsible for:

• Collecting and monitoring instrument inventory for the District;
• Determining students for Academic Talent Search based on test scores;
• Compiling and typing music instrument bids.

Positions assigned to community relations may be responsible for:

• Assisting with the coordination of employee recognition programs;
• Facilitating student programs with external school partnerships;
• Assisting with media relations

Positions assigned to personnel may be responsible for:

• Assisting with the fingerprinting process of new employees;
• Posting job openings and updating the job information line;
• Entering new employees on the District payroll system;
• Verifying employment;
• Processing salary adjustments;
• Assisting in the notification of certified personnel as to renewal of credentials;
• Maintaining personnel files.

KNOWLEDGE AND SKILLS:

• General office procedures;
• Customer service principles;
• Recordkeeping practices and procedures;
• Filing techniques and practices;
• Modern office equipment;
• District policies and procedures and State requirements;
• Basic accounting procedures to monitor and track budgets and to calculate payroll;
• General practices and procedures in area of assignment;
• Grammar, punctuation, and spelling;
• Basic mathematical principles and concepts.
• Using a computer and related software applications;
• Operating modern office equipment;
• Providing customer service;
• Maintaining records;
• Filing;
• Typing;
• Composing, editing, proofreading, and formatting letters, correspondence, reports, and other written materials;
• Prioritizing work;
• Tracking budgetary expenditures;
• Processing information and paperwork;
• Reading and interpreting policies and procedures
• Organizing information;
• Using basic mathematics to include addition, subtraction, multiplication, and division;
• Gathering and organizing information;
• Communication, interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to receive work direction.

Physical Requirements:

• Positions in this class typically require: reaching, fingering, grasping, talking, hearing, seeing, and repetitive motions.
• Incumbents may be subjected to blood and other bodily fluids.
• Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.
• **Light Work: Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or negligible amount of force constantly to move objects. If the use of arm and/or leg controls requires exertion of forces greater than that for Sedentary Work and the worker sits most of the time, the job is rated for Light Work.
• **Applies to Educational Services position

TERMS OF EMPLOYMENT

REPORTS TO: Site Administrator

LOCATION: District Office

SUPERVISES: NA

CALENDAR: 12 month

BEGINNING SALARY: $15.74

BENEFITS: As approved by the Governing Board

DEADLINE FOR APPLICATION: Until Filled