Administrative Specialist - Repost

RESPONSIBILITIES

ESSENTIAL FUNCTIONS OF THE CLASS (May not include all duties performed; not all incumbents perform all essential functions delineated.

Serves as administrative assistant to the program's supervisor; relieves supervisor of routine administrative tasks and ensures smooth and efficient day-to-day operation of the section, program, or branch to which assigned.

• Plans initiates and carries to completion clerical and administrative support activities. Maintains control records on incoming correspondence and action documents and follows up on work in progress to ensure timely response or action;
• utilizes different technology programs to design, prepare, distribute, and collect data to support programs. Maintains supervisor's calendar;

makes meeting / travel arrangements; schedules meetings / hearings; and may attend and take minutes / notes at hearings meetings, conferences, etc.

Formats and types confidential and general correspondence, reports, and statistical data; tabulates and prepares financial and statistical data reports.

• Maintains accurate records of budgets and processes payments and other functions of a budget. Operates keyboard (desktop computer) utilizing a variety of word processing, spreadsheet, database, graphics and presentation software to prepare correspondence and memoranda, financial and presentation materials;
• updates, revises, and produces from rough draft reports and correspondence; obtains appropriate signatures on correspondence and forwards to appropriate personnel;

enters, edits and updates data files and enrollment records; accesses data files to view information and to print out hard copy reports.

• Performs a variety of office-related financial, accounting, and budgetary tasks, utilizing a variety of office technology hardware and software;
• monitors and tracks expenditures. Compiles data for reports; tests results, gathers and interprets information from appropriate sources;

composes routine correspondence; may prepare information and presentation packets for use by a supervisor or coordinator.

Participates in the scheduling, notification, and site arrangement of conferences, training, and information meetings. Maintains time and employee attendance records.

Utilizes numerous data management techniques to enter, edit, print, and file data. Performs related work as required or assigned.

Interacts with multiple stakeholders including internal employees, former employees, department leaders, and prospective employees.

EXPERIENCE :

PREFERRED KNOWLEDGE, SKILLS, AND ABILITIES :

Experience working on the budget, financial activities, and reporting in the OMEGA system. Experience managing a learning management system (LMS) with specific experience in managing databases, user files, creation and management of content, and communication of processes.

Experience processing purchase orders and receiving expense vouchers, pay memos, and other financial paperwork in the STARS system.

Ability to prepare written financial reports, proficient computer skills to include spreadsheet development and database accounting software.

QUALIFICATIONS :

Graduation from high school, including or supplemented by courses in keyboarding and computer utilization and office practices (some college business management course work preferred), and considerable progressively more responsible AA experience, preferably in an education or education-related setting, some of which shall have been at the level of Administrative Assistant, or School Administrative Assistant;

or any equivalent combination of education and experience that would provide the above-noted knowledge, skills, and ability.

Preferred qualifications : Familiarity or ability to be proficient in STARS, Purchase Orders, Works Orders, Proficient in Microsoft applications, Excel, and Google platforms.

Proficient in managing a budget and accounting practices.