Closing Date:
04/17/2023 2023- 2024 Administrative Support Curriculum & Instruction
Job Summary
The job of Admin. Support is done for the purpose/s of providing support to the educational process with specific responsibilities for providing a wide variety of complex and confidential administrative and clerical support to Directors of Elementary and Secondary Education; conveying information regarding department and personnel functions and procedures; ensuring efficient operation of support functions; coordinating assigned projects and activities; and performing public relations and communication services for the administrator.

• This job reports to Directors of Elementary and Secondary Education.
• This position is a Full Time (260 day., 7.5 hr per day) benefits eligible position.
• The starting salary for this position is $37,951 - $63,547. Salary will be commensurate with full time, parallel years of experience.

Essential Functions

• Assists department personnel with clerical and administrative for the purpose of supporting department personnel and operations.
• Compiles data from a wide variety of sources (e.g. time sheets, calendars, expenditures/budget records, Internet research, government websites, etc.) for the purpose of preparing reports, making recommendations, and/or preparing information for assigned administrator.
• Coordinates a wide variety of projects, functions and/or program components (e.g. meetings, in-service events, travel and accommodations, agendas, office records, filing systems, BOE Agenda items, data analyst, etc.) for the purpose of completing activities and/or delivering services in a timely fashion.
• Coordinates the assigned office acting as an executive secretary and primary contact (e.g. reference source for staff, school sites, vendors, contractors, visitors and the public, phone or personal contact, etc.) for the purpose of providing/receiving information, facilitating communication among parties and/or providing direction.
• Maintains a wide variety of manual and electronic documents files and records (e.g. updating bus accident information, insurance concerns, Automated Fleet Management System, budget data, employee records, financial records, reports, facility and purchasing, webpage, school site and district records, etc.) for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements.
• Monitors a wide variety of activities on behalf of assigned Administrator (e.g. program components, meeting arrangements, budgets, credit card reconciliation, account balances, coordinate, prepare, and monitor purchase orders, etc.) for the purpose of achieving goals and meeting target dates in compliance with established guidelines and regulatory requirements.
• Operates a variety of office machines (e.g. computer terminal, calculator, two-way radios, scanner, facsimile, copier, printer, etc.) for the purpose of supporting office operation.
• Oversees the work activities within the office (e.g. mail, incoming and outgoing, etc.) for the purpose of organizing assignments, monitoring progress, and ensuring completion within established guidelines.
• Participates in a variety of meetings, workshops, and/or trainings (e.g. coordinates, etc.) for the purpose of providing or receiving information, recording minutes, and supporting the needs of the attendees.
• Prepares a wide variety of reports, documents and correspondence of a confidential and non-confidential nature (e.g. purchase orders for vehicle operations and supplies, field trip forms for distribution to drivers, letters, memorandums, bulletins, meeting minutes, charts, periodic and ad-hoc reports, operational procedures, manuals, packets, folders, requisitions, etc.) for the purpose of documenting activities, providing written reference, and/or conveying information.
• Presents information on administrative procedures (e.g. department/program policies, submission procedures, education code, board policy, administrative regulations, etc.) for the purpose of orienting new personnel and/or disseminating information to existing personnel.
• Processes a wide variety of documents and materials (e.g. time sheets, change orders, requisitions, travel reimbursements, etc.) for the purpose of disseminating information in compliance with administrative guidelines and/or regulatory requirements.
• Procures supplies and materials (e.g. maintain materials and equipment inventory, etc.) for the purpose of maintaining availability of required items.
• Reconciles account balances for assigned budget categories for the purpose of maintaining accurate account balances.
• Represents assigned Administrator in their absence for the purpose of conveying and/or gathering information required for their functions.
• Researches a variety of topics (e.g. current practices, administrative regulations and policies, education codes, etc.) for the purpose of providing information and/or recommendations that address a variety of administrative requirements.
• Schedules a wide variety of activities (e.g. appointments, meetings, travel reservations/accommodations, facility usage, etc.) for the purpose of making necessary arrangements for assigned administrator.
• Serves as a liaison between Director/department and staff/school sites (e.g. department events, timelines, deadlines, schedule changes, shutdowns, etc.) for the purpose of allowing for efficient communications between all parties.
• Supports assigned administrator (e.g. confidentiality of sensitive information, legal matters, expulsion panels, facility acquisitions, personnel information, etc.) for the purpose of providing assistance with their functions and responsibilities.

Other Functions

• Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.

Job Requirements: Minimum Qualifications Skills, Knowledge and Abilities
SKILLS are required to perform multiple tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skill-based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment including using job related software applications; preparing and maintaining accurate records; planning and managing projects; document organization; excellent written and verbal communication skills; and analytical thinking.
KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; read technical information, compose a variety of documents, and/or facilitate group discussions; and solve practical problems. Specific knowledge-based competencies required to satisfactorily perform the functions of the job include: business telephone etiquette; common office machines; concepts of grammar and punctuation; office methods and practices; accounting/bookkeeping principles; and codes/laws/rules/regulations/policies.
ABILITY is required to schedule a number of activities, meetings, and/or events; gather, collate, and/or classify data; and use basic, job-related equipment. Flexibility is required to independently work with others in a wide variety of circumstances; work with data utilizing defined but different processes; and operate equipment using standardized methods. Ability is also required to work with a diversity of individuals and/or groups; work with data of varied types and/or purposes; and utilize job-related equipment. Problem solving is required to identify issues and create action plans. Problem solving with data frequently requires independent interpretation of guidelines; and problem solving with equipment is limited to moderate. Specific ability-based competencies required to satisfactorily perform the functions of the job include: adapting to changing work priorities; communicating with diverse groups; maintaining confidentiality; meeting deadlines and schedules; organizing tasks and setting priorities; working as part of a team; working with frequent interruptions; multitasking; and assessing and realigning priorities when necessary.
Responsibility
Responsibilities include: working under limited supervision following standardized practices and/or methods; leading, guiding, and/or coordinating others; tracking budget expenditures. Utilization of some resources from other work units is often required to perform the job's functions. There is some opportunity to affect the organization’s services.
Work Environment
The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling, some stooping, kneeling, crouching, and/or crawling and significant fine finger dexterity. Generally the job requires 85% sitting, 10% walking, and 5% standing. This job is performed in a generally clean and healthy environment.
Experience: Job related experience with increasing levels of responsibility is required
Education: Bachelor’s degree in job-related area preferred
Equivalency: Minimum of 5 years’ experience in a related field preferred
Background Check
Employment in this position is contingent upon consent to and successful completion of a pre-employment background check, which may include a criminal background check, reference checks, verification of work history, and verification of any required academic credentials, licenses, and/or certifications, with results acceptable to the Blue Springs School District. Background check information will be used in a confidential, non-discriminatory manner consistent with state and federal law.
Equal Opportunity Employer