Administrative Assistant II (Office of Specialized Instruction)

Job Description

The Administrative Assistant II provides administrative support to executive level leadership in the Office of Specialized Instruction; acts as liaison between the administrator and other parties; monitors assigned programs and projects; ensures smooth and efficient operation of the assigned department. This 12-month, 240 day Support position reports directly to the Executive Director of Specialized Instruction.

Qualifications

• Education: High school diploma or equivalent.
• Experience: Job related experience within a specialized field with increasing levels of responsibility required.
• Essential Functions:
• Provides administrative support for Specialized Instruction’s private day placement program to include creating Harmony Purchase Orders (PO), liaising with the Alexandria City CSA office, and managing all VAIEP accounts for private-day schools.
• Collect data for state and federal level reporting, including SISNA, SRC and other VDOE required reports.
• Coordinates meetings and activities in support of assigned administrative personnel’soperational activities.
• 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 administrativerequirements are satisfied.
• 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.
• Serve as the first point of contact for visitors to the office of Specialized Instruction, providing a welcoming and professional environment.
• Answer and direct incoming phone calls, emails, and inquiries to the appropriate Specialized Instruction staff members or departments.
• Perform general administrative tasks, including scheduling appointments, organizing meetings, and managing calendars for Specialized Instruction leadership staff.
• Handle sensitive information with discretion and maintain strict confidentiality.
• Ensure compliance with ACPS policies and procedures when interacting with employees and the public.
• Performs other related duties, as assigned, to ensure the efficient and effective functioning of the work unit.
  
  

Compensation

• Placement on the Grade 24 Scale, $27.81 to $34.19 an hour, determined by The ACPS Support Salary Scale
• FLSA Status: Non-Exempt position - This position is classified as non-exempt, meaning it is eligible for overtime pay under the Fair Labor Standards Act.
  
  

Clearances

• Criminal Justice Fingerprint/Background Clearance.
• Tuberculosis Skin Test.
• Public Health Compliance - Must follow safety and health protocols.
  
  

WP