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Executive Administrative Specialist - Operations

Date Posted: Sep 17, 2020

Job Description

Job Title

Position Title: Executive Administrative Specialist, Operations                                            

Location: Operations                      

Salary: $55,000.00 - $75,000.00 (annually)

Reports to: Assistant Superintendent, Operations

Bargaining Unit: N/A

Benefits Eligible: Yes

Position Summary:

The Executive Administrative Specialist provides high-level administrative support to cabinet/senior executive - level administrators by conducting research, preparing reports, handling information requests and performing technical clerical functions such as preparing a high volume of complex correspondence, receiving visitors, arranging conference calls and scheduling meetings.  The Executive Administrative Specialist must have a strong sense of confidentiality and customer service skills and have a professional, positive attitude; be highly detailed orientated, self-motivated and have the ability to work autonomously and as part of a team; possess very strong administrative, organizational and have the ability to multi-task, prioritize, organize and manage work load to meet deadlines; must be proficient in Microsoft 365 Suite Applications, PeopleSoft, and project management software (if applicable). 

 

The Executive Administrative Specialist must have strong communication skills, inclusive of written, spelling and grammar skills; must have the ability to create, supervise, manage and coordinate production and the completion of multiple support staff assignment(s) and associated workflows. Must demonstrate the ability to read and interpret complex documents and analyses; ability to develop reports and communications of varying complexity; ability to speak effectively to parents, vendors, contractors and employees of organizations; ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists; and the ability to interpret a variety of instructions finished in written, oral, diagram or schedule form.  The Executive Administrative Specialist must also possess above average functional knowledge of district maintenance; food service; transportation; security; environmental health and procurement functions as well as experience developing and managing departmental or program budgets.

 

Minimum Qualifications:

Education:

  • Must possess High School Diploma/GED. A Bachelor’s Degree is preferred.
  • A minimum of ten (10) years of related work experience and/or training; or an equivalent combination of education and experience in lieu of an bachelor’s degree.

 

Experience:

  • A minimum of five (5) years of increasingly responsible administrative assistance experience with two (2) years at the executive level.
  • Experience providing office management, supervisory, training & payroll processing.
  • Managing and monitoring budgets, expense accounts and invoices utilizing PeopleSoft to facilitating financial transactions within a school district.
  • Developing and implementing new procedures and approaches to maintain office efficiency; Preparing comprehensive financial analyses and financial reports; Preparing legal correspondences and documents.
  • Proficient in the use of Peoplesoft, Microsoft Office 365 (Outlook, Word, Excel, PowerPoint, SharePoint, One Note, Teams); Qualtrics, internet software; e-mail; Adobe Acrobat, and Social Media web platforms.
  • Excellent verbal, writing, grammar and editing skills strong analytical skills.
  • Must be self-motivated, demonstrated ability to organize and prioritize work and to meet strict deadlines.
  • Strong sense of confidentiality and customer service skills including the ability to interface with the broader community and District staff.
  • Professional, positive attitude.
  • Highly detailed orientation, self-motivated, with the ability to work autonomously and as member of a team; highly resourceful team-player, with the ability to also be extremely effective independently.
  • Demonstrated proactive approaches to problem-solving with strong decision-making capability.
  • Proven ability to handle confidential information with discretion and to be adaptable to various competing demands and demonstrate the highest level of customer service and response.
  • Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.

Essential Functions:

  1. Uses several software applications (e.g. web-based programs, work processors, databases, spreadsheets, desktop publishers, etc.) to complete assignments professionally.
  2. Type reports, memos, letters and other documents using word relevant computer software.
  3. Answer phone calls and direct calls to appropriate parties or take messages.
  4. Prepares, receives, and reviews all correspondence, including agendas, incoming/outgoing mail and professional documents and personnel communications.
  5. Perform general office duties such as ordering supplies and maintaining records management database systems.
  6. Act as custodian of district documents, take and transcribe dictation, compose, prepare, file and retrieve confidential correspondence, reports, and other complex documents.
  7. Prepare and file District legal documents with government agencies to conform with statutes.
  8. Open, sort and distribute incoming correspondence, including faxes and email.
  9. Prepare correspondence, checking for errors, content and signatures that facilitate the Assistant Superintendent’s ability to effectively lead.
  10. Create, transcript, type, edit, proofread and generate legal documents and comprehensive analyses and reports using Qualtrics, Office 365, Excel, PowerPoint, and project management software (if applicable), and PeopleSoft.
  11. Screen incoming calls and correspondence and respond independently when possible.
  12. Read and analyze incoming memos, submissions and reports to determine their significance and plan their distribution.
  13. Prepare memorandums outlining and explaining administrative procedures and policies to supervisory workers, and monitors compliance.
  14. Prepare records such as agendas, notices, minutes, and resolutions for departmental and school board meetings.
  15. Maintains Assistant Superintendent’s calendar prioritizing appointments, meetings, and travel, with the ability to anticipate the need for flexibility.
  16. Arrange complex and detailed travel plans and itineraries; compiles documents for travel-related meetings for Assistant Superintendent and senior executives.
  17. Greet visitors and determine whether they should be given access to specific individuals.
  18. Provide customer service to internal and external constituents.
  19. Troubleshoot custodial and maintenance concerns and provide follow up.
  20. Prepares for meetings as requested by the senior executive.
  21. Assist in the management, development and implementation of budgetary procedures and controls and maintain records of processed financial reports
  22. Manage and prepare billing and expense reports according to established financial guidelines.
  23. Facilitate the efficient processing of financial transactions.
  24. Manage, coach and train support staff.
  25. Coordinate and schedule meetings and special projects.
  26. Coordinate project related tasks to include the assignment and monitoring of task completion.
  27. Arrange programs, events or conferences by securing facilities, caterers, issuing information or invitations, coordinating speakers and controlling event budget.
  28. Use discretion in conversations both at work and outside of the workplace so as not to release confidential information.
  29. Perform other duties as assigned by the Assistant Superintendent.

Security Clearance:

Internal Applicants

If you are a current Detroit Public Schools Community District employee, you do not have to submit to a new security clearance, unless your new role requires a different type of criminal background check.

External Applicants

In alignment with Michigan law, if you are hired to fill a position, you will be required to submit to a Detroit Public Schools Community District criminal background check. Information regarding required background checks will be shared at point of hire.

 

Method of Application:

Applicants must apply through the online application system. Only applications submitted through the online application system will be considered for any posted position and all applications require a resume to be considered.

Successful candidates are required to submit official transcript(s) at point of offer to hire. Teaching service outside of the Detroit Public Schools Community District must be verified by the applicant's prior employer(s) prior to hire. It is the applicant's responsibility to provide all documentation (including copies) as requested.

Applicants requesting assistance during the application process should contact the Office of Human Resources via email at [email protected] or phone at (313) 873-6897.

DPSCD does not discriminate on the basis of race, color, national origin, sex, sexual orientation, transgender identity, disability, age, religion, height, weight, citizenship, marital or family status, military status, ancestry, genetic information, or any other legally protected category, in its educational programs and activities, including employment and admissions opportunities. Contact the Civil Rights Coordinator for more information at (313) 240-4377 or detroitk12.org/compliance.

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