School Division Administrative Support Specialist - Department of Instruction

School Division Administrative Support Specialist

Department of Instruction

This position is grant-funded for 1-year; continued employment is not guaranteed.

ACPS employees enjoy competitive pay and benefits, including health & dental coverage, retirement, flexible spending accounts, paid time off, wellness program, discounts on gym memberships, and more! Be sure to check out our website to learn more about our Division and our Schools.

General Definition Of Work

Performs complex professional and administrative work, in support of the Superintendent, Superintendent’s Cabinet, and other school division-wide functions. The Administrative and Logistics Support Specialist is assigned a wide variety of program or project responsibilities, typically requiring complex data and time management. Work in this role involves creating and implementing Standard Operating Procedures (SOPs) for a variety of projects and programs, including expenditure tracking and budget management. In collaboration with a supervisor, the position requires developing data management systems to support and manage division-level requests for programs such as homeschooling, Special Permissions, Volunteer Programs, as well as other support programs. Communication with families about policies and procedures is a key aspect of this role, as is ensuring the smooth operation of division-sponsored events through effective SOP implementation. The employee must be able to work independently, manage deadlines, and participate in various committees and project groups. Additionally, they are responsible for administrative duties, including time-keeping for specific positions and providing customer support to internal and external stakeholders.

Essential Functions

• Creates and implements Standard Operating Procedures (SOPs) around a wide range of ACPS projects and programs, inclusive of expenditure needs and tracking of spending;
• Builds data management systems to implement processes related to programs such as Home School, enrollment permissions requests, Spelling Bee, We Notice, Golden Apple, and other Division-level support. This is done in collaboration with the direct supervisor;
• Communicates with families around Home School, enrollment, and related policies;
• Implements SOPs to ensure Division-sponsored events run effectively;
• Troubleshoots processes to ensure improvement from one implementation cycle to the next;
• Researches and evaluates existing and proposed administrative or operational policies, practices, and techniques;
• Provides training to new central office support staff;
• Assists with onboarding of employees assigned to the third floor;
• Manages Division Calendar and email distribution lists for leadership groups;
• Recommends process improvements;
• Consults with officials of other school divisions and departments on matters of mutual interest;
• Follows up and carries out various administrative responsibilities;
• Supports departmental Division purchasing and procurement processes and purchases supplies for meetings and events;
• Participates in committees, teams, and project groups;
• Works independently and assumes responsibility for projects and programs;
• Serves as time-keeper for assigned Central Office positions;
• Provides customer support to internal and external stakeholders;
• Self-manages deadlines;
• Performs related duties as assigned.
  
  

Knowledge, Skills And Abilities

Thorough knowledge of the principles, practices, and techniques of public or business administration; thorough knowledge of the principles, practices, and techniques relevant to the administration of the specific department or school division; thorough knowledge of departmental/school division objectives, procedures, and organization; ability to devise detailed procedures and methodology; ability to plan, organize, and coordinate the work of others; ability to communicate complex ideas effectively, both orally and in writing; ability to effectively use or learn Google Suite and Microsoft Office, ability to establish and maintain effective working relationships with officials, other employees, and the general public.

Education And Experience

Any combination of education and experience equivalent to graduation from an accredited four-year college or university; one year of experience of an administratively responsible nature is required, and three years of experience is preferred

Physical Conditions And Nature Of Work Contacts

Work is typically performed in an office setting with occasional extended periods of time at computer terminals. Occasional visits to off-site school division locations are required. Requires working beyond set hours and days. Frequent telephonic and personal contact with Department Heads, Principals, internal and external organizations at County and State levels, employees, and the general public is required. Must be able to perform medium lifting of up to 25 pounds.

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PG 14 Non-exempt