Overview
ADMINISTRATIVE SUPPORT SPECIALIST Jobs in Phoenix, AZ at State of Arizona
Job Description
JOB DESCRIPTION SUMMARY
The Secretary III is directly supervised by the Assistant Superintendent of Student Support Services and is responsible for providing a high level of administrative support to the Student Support Services Division within the School Performance Department. This position exhibits professionalism in written and oral communication when interacting with staff, parents, families, community members and stakeholders.
WORK MONTHS
12 Months
ESSENTIAL FUNCTIONS
1. Conduct clerical functions that support the operations of the Student Support Services Division.
2. Prepare and enter monthly board approval actions and Board Docs business tabs for the division.
3. Order supplies, submit invoices, enter requisitions, transfer funds, monitor budget expenditures/balances, conduct Purchase Card reconciliations, and complete travel requests.
4. Assist in the maintenance of budget reporting by providing reports to the Assistant Superintendent of Student Support Services.
5. Serve as the timekeeper for the Student Support Services division by monitoring and preparing payroll which may include entering overtime, reconciling employee absences, and entering additional compensation payments.
6. Arrange logistical components of meetings by scheduling meetings, securing meeting locations, ordering food, and ensuring materials are prepared as needed.
7. Field incoming calls and deliver messages to the appropriate staff.
8. Provide administrative support by composing, copying, scanning, and assembling mailings and documents for distribution.
9. Distribute correspondence (memos, email, letters, mailings, robo calls, etc.) to various entities.
10. Create standard language, communications, resources, and procedures to address common questions received from employees, schools, and other stakeholders.
11. Serves as the initial point of contact for the Student Support Services division’s internal and external stakeholder inquiries, provides first-tier responses, and triage critical issues or concerns withing 24 to 48 hours.
12. Schedule interviews for division vacancies.
13. Assist the various teams within the Student Support Services division with projects as required.
14. Serve as a back up to complete work permits and bully packets in the absence of other division personnel or during high volume times.
15. Participate in mandatory professional development and training.
16. Ensure and maintain confidentiality of sensitive information, decisions, and communications within the department and division.
17. Provide regular updates to supervisor regarding progress towards goals and challenges to meeting goals
18. Participate in departmental, team, and individual planning and goal setting.
19. Communicate effectively and confidentially at all levels, over the phone, face-to-face, in written form, and electronically.
20. Other relevant duties as assigned by supervisor in support of the Department/Division goals and objectives and the District’s mission and Superintendent’s Priority Goals.
EDUCATION REQUIRED
High School Diploma or GED (General Education Development)
CERTIFICATION/LICENSURE REQUIRED
N/A
YEARS OF EXPERIENCE
1-2 Years of Related Experience
KNOWLEDGE, SKILLS, & ABILITIES
Excellent customer service in an educational office setting.
Proficient in administrative and clerical procedures and systems.
Advanced knowledge in payroll, timekeeping and data entry.
Experience managing, reviewing, and entering data into systems and databases.
Expert in time management and organizational skills with a willingness to utilize resource to achieve results in a fast paced every changing environment.
Demonstrated proficiency in MS Word, Excel, Outlook, and PowerPoint.
Must be able to work non-traditional hours as needed, including evenings.
Ability to exercise a high degree of confidentiality, professionalism, and diplomacy to accomplish objectives.
Ability to cultivate relationships with culturally, educationally, and racially diverse internal and external customers.
Excellent oral, written, and interpersonal communication skills.
Value, demonstrate, and promote diversity, equity, and inclusion.
WORKING CONDITIONS & PHYSICAL REQUIREMENTS
The working conditions and physical requirements described here are representative of, but not limited to, those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodation may be made.
Indoors in busy office, working in close proximity to coworkers.
Frequently required to work at a fast pace with mandated timelines and deadlines.
Requires considerable concentration and creativity
Regularly required to sit, stand, walk, talk, and hear.
Required to operate a computer, hand-held learning devices and other office equipment.
Occasionally required to reach with hands and arms.
Requires considerable concentrations
Frequent adjustment of daily work plans and work hours to be highly responsive to school needs.
Subject to stress caused by a changing environment, diversity in the organization, and tight deadlines.
APPLICANT ELIGIBILE CRITERIA
N/A
CITY OF PITTSBURGH RESIDENCY REQUIREMENT
This position requires individuals to live in the territorial boundaries of the School District of Pittsburgh. If hired for this position you will be required to establish residence within three calendar months of your hire date with Pittsburgh Public Schools.
Position : 102870
Type : INTERNAL & EXTERNAL
Location : SP-SSS-STUDENT SUPPORT SVCS
Grade : SEC 12MO 8
Group : AFSCME 292
Posting Start : 07/10/2024
Posting End : 12/31/9999
MINIMUM SALARY: $42,638.76
Title: ADMINISTRATIVE SUPPORT SPECIALIST
Company: State of Arizona
Location: Phoenix, AZ
