Administrative Assistant - Special Education Department

Montgomery-Public-Schools; Montgomery (AL); On-site; USD 32,000 - 42,000; Full time

Job summary

Montgomery Public Schools Central Office is seeking an Administrative Assistant to act as the first point of contact for staff and visitors. The role handles clerical duties, data entry, records management, payroll reporting, and scheduling.

This position requires discretion with sensitive information and collaboration across departments. Ideal candidates will have a high school diploma (associate degree preferred) and 5+ years of clerical experience, with strong proficiency in office software

Qualifications

• High school diploma required.
• Associate degree or higher preferred.
• Five+ years of clerical or office experience required.
• Experience with computer systems and related software required.
• Ability to create documents, forms, and spreadsheets.
• Public interaction experience preferred.

Responsibilities

• Perform clerical and office support.
• Answer and route calls; greet visitors; respond to emails.
• Create and maintain records, electronic data/filing systems, and office inventories.
• Perform data entry; ensure data accuracy and accessibility.
• Process requisitions and purchase orders.
• Serve as timekeeper; prepare payroll reports.
• Assist in disseminating information to stakeholders.
• Maintain confidentiality of sensitive data.
• Prepare routine and complex reports and spreadsheets.
• Draft and edit documents and slide decks; proofreading.
• Organize meetings and manage department calendars.
• Assist with events, training sessions, conferences, and meetings.
• Assist with onboarding new team members.
• Collaborate with webmaster to keep department web pages updated.
• Procure and inventory office supplies; schedule maintenance.
• Other

Job description

JOB DESCRIPTION: Administrative Assistant - Central Office

The Administrative Assistant is the department’s front line, customer service representative. As the first line of service to MPS team members and visitors, the Administrative Assistant is essential to the smooth functioning of the department This position is responsible for performing a variety of administrative tasks and functions.

Qualifications

• High school diploma is required


• Associates degree or higher preferred


• Five plus years of experience in clerical or similar office positions is required


• Demonstrated experience with computer systems and associated software is required


• Ability to create documents, forms, spreadsheets, etc., is required


• Experience effectively working with the public is preferred

ESSENTIAL DUTIES

• Perform various clerical and office support


• Answer and route calls; greet visitors and answer questions; respond to emails and act as the first point of contact for the office


• Create and maintain records, electronic data/filing systems, and office inventories


• Perform data entry functions as needed and ensure that data is accurate, organized, and easily accessible


• Process requisitions and purchase orders


• Serve as the department’s [UKG] timekeeper; prepare payroll reports for the departmental lead.


• Assist the departmental lead in disseminating information to all stakeholders


• Maintain confidentiality of sensitive data and information pertaining to employees, applicants, and overall information


• Prepare a variety of routine and complex reports and spreadsheets


• Draft and edit documents, slide decks for presentations, and provide other support to team members; proofread and ensure documents are free of spelling and grammatical errors


• Organize meetings, appointments, and manage department calendars


• Assist with the planning and scheduling of events, training sessions, conferences, and meetings


• Assist with onboarding new team members to the department


• Collaborate with the webmaster to ensure that the department’s web page is up to date and accurate regarding team members and other public facing information


• Procure and inventory office supplies; schedule the service and maintenance of office equipment


• Other

SPECIAL NOTE: The person selected for this position must agree to a background check, be fingerprinted, and pay a $46.20 fee. This is required by law.

SPECIAL NOTE: For employees starting work after the beginning date of the work term, the salary will be pro-rated and based on the number of contract days left in the school year, divided by the remaining months in the contract year.

(The funding for and duration of this position are finite, Pursuant to the Students First Act of 2011,
Section 4(3)(b), tenure may not be gained by time served in this position).

THE MONTGOMERY COUNTY BOARD OF EDUCATION IS AN EQUAL OPPORTUNITY EMPLOYER. "NO PERSON SHALL BE DENIED EMPLOYMENT OR BE EXCLUDED FROM PARTICIPATION IN ANY PROGRAM OR ACTIVITY ON THE BASIS OF DISABILITY, SEX, RACE, RELIGION, NATIONAL ORIGIN, COLOR OR AGE."