Administrative Assistant

Human Resources announces an opening for a 1.0 FTE Administrative Assistant. This is a 12-month, grade G-07 position located at Alice West Fleet Elementary School.

The following may not include all duties required to performed; not all incumbents perform all essential functions delineated. Incumbent will be assigned specific responsibilities at the work site to support the instructional program and general operations of the office assigned. 

• Serves as administrative assistant to a mid-level non-school based administrator, instructional or special and related services Supervisor; relieves supervisor of routine administrative tasks and ensures smooth and efficient day-to-day operation of the section 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.
• Maintains supervisor’s calendar; makes meeting/travel arrangements; screens supervisor’s telephone calls and mail, and personally responds to those that can be handled at the clerical level, forwarding the remaining calls/mail to supervisor with pertinent background material.
• Formats and types confidential and general correspondence, reports, and statistical data; tabulates and prepares reports of financial and statistical data.
• Gathers, prepares, distributes training, instructional, information materials; maintains communication with school-based coordinators.
• Using STARS may procures supplies, materials for staff members.
• Prepares/ processes bids for instructional supplies, materials, equipment; receives or ensures shipment to designated supervisor, school site, processes payment requests.
• May provides clerical support to psychologists and school social workers and assists in the preparation for and conduct of educational and psychological testing and certain assessment activities.
• Serves as receptionist in a central office department; responds to in-person or phone inquiries; distributes departmental documents; makes appointments or directs visitors to appropriate office or staff member.
• May perform a variety of office related financial, accounting and budgetary tasks, utilizing a variety of office technology hardware and software (STARS).
• May maintain time and attendance records; processes leave requests; maintains leave records; and verifies leave data with payroll; and prepares payroll reports.
• Utilizes numerous data management techniques to enter, edit, print, and file data.
• Attends/completes training sessions/activities related to assignment.
• Performs related duties as required or assigned.
• Thorough knowledge of business office procedures, practices, and equipment; business English and office terminology.
• Knowledge of the operation, uses and capabilities of computer equipment and computer programs utilized at APS (e.g. STARS/ORACLE); including good knowledge of MS Word, Excel, and Access.
• Ability to positively interact with colleagues, school-based staff and the public.
• Ability to communicate clearly and concisely, both orally and in writing.
• Good organizational skills.
• Graduation from high school, including or supplemented by courses in keyboarding and computer utilization and office practices.
• Knowledge of Clerical practices, preferably in an education or education-related setting; or any equivalent combination of education and experience that would provide the knowledge, skills, and ability to perform the job responsibilities.
• Some college business management course work is preferred.

If you would like to apply to this position please follow these steps.

1. Log into your application and select the appropriate application (Current APS employees interested in transferring must select the Employee Transfer Application.) If you are a new online application user, please register with the online system, then proceed to Step 2.

2. Login to your application, select the appropriate application, click the Start Application button at the bottom of the page.

3. Click the Continue/Save button at the bottom of each web page until you reach the Employment Openings page of the application.

4. On the Employment Openings page, click the Add Job button.

5. Select the position you would like to apply for from the drop down list.

6. Click the Add Another button to add a different position to your application or if you have finished click the Continue button and proceed to Step 7.

7. Once you have finished selecting the job(s) click the Continue button at the bottom of each web page and submit the application. (You will need to complete the Applicant Testimony and Applicant’s Authorization Statement every time you re-submit your application.)

8. Click the Submit button on the left.

9. Click the Submit Application button to finish applying for an APS position(s).

10. Please do not contact the schools regarding job openings.

Arlington Public Schools is an Equal Opportunity Employer

It is the policy of the Arlington School Board, as stated in Policy G-2.30, Employee Relations – Equal Employment Opportunity – that “Employment opportunities shall not be restricted, abridged or otherwise adversely affected on the basis of race, national origin, creed, color, religion, gender, age, economic status, sexual orientation, national origin, marital status, genetic information, gender identity or expression, and/or disability.”

All applicants must follow above listed instructions.

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