Administrative Specialist - Phoenix, United States - Cartwright School District #83

Description

Position Type:
Clerical / Office Support/Administrative Specialist

Date Posted:
5/8/2024

Location:
Educational Services Department
CLASSIFIED ADMINISTRATIVE SPECIALIST
FOUR DAY WORK WEEK FOR SCHOLARS AND EMPLOYEES

Cartwright School District is the second-largest elementary school district in Arizona, with over 14,000 culturally diverse students in Pre-Kindergarten to 8th grade classrooms. We are rated "Highly Performing" by the U.S. Department of Education. We offer a competitive salary, a team-oriented atmosphere, unmatchable staff development and a FOUR-DAY work week

Cartwright School District's motto is "One Team, Una Familia" which reflects our dedication to treating each child as a cherished family member. We are looking for self-motivated and experienced workers with the same dedication.

JOB GOAL
Responsible for performing duties of a specialized nature or serving as a lead to Administrative Technicians.

QUALIFICATIONS
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 Associate's Degree is preferred.

PERFORMANCE RESPONSIBILITIES

• 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. 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 District's 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 in this class typically require: stooping, reaching, pulling, lifting, talking, hearing, seeing, and repetitive motions.
• Medium Work: Exerting up to 50 pounds of force occasionally, and/or up to 20 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects.
• Incumbents may be subjected to blood and other body fluids.

POSITION SPECIFIC RESPONSIBILITIES MIGHT INCLUDE
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.

Positions assigned to the Daycare may be responsible for:

• Maintains a variety of files and /or records, which may include billing, immunizations, childcare licensing.
• 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
• Covering custodial responsibilities when needed.(ie laundry, cleaning up accidents, setting up and taking down playground equipment, etc.)
• Covering classrooms and attending to children's needs (ie, filling in as a substitute teacher)
• Acts as the Director Designee in the absence of the Director.

KNOWLEDGE AND SKILLS

• Knowledge of applicable Federal, state, county and city statutes, rules, regulations, policies and procedures.
• Knowledge of applicable Cartwright School District and departmental policies and procedures.
• Knowledge of:
  • 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.
• Skill in:
  • 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.

TERMS OF EMPLOYMENT:
REPORTS TO: Site Administrator
LOCATION: Educational Services
SUPERVISES: NA
CALENDAR: 12 Month
POSITION HOURS: 9.5 per day
JOB CATEGORY: Classified
BEGINNING SALARY: ESP Salary Schedule B ; C ; As approved by the Governing Board
BENEFITS: As approved by the Governing Board
FSLA STATUS: Non-Exempt
DEADLINE FOR APPLICATION: Until Filled