Program/Project Assistant for Optional Schools

Shelby County Schools; Memphis (TN); On-site; USD 32,000 - 46,000; Full time

Job summary

Shelby County Schools is seeking an Administrative Specialist to support the Optional Schools office. The role includes handling scheduling, travel arrangements, and confidential data while coordinating multiple programs.

The position requires a high school diploma and at least two years of related experience; bookkeeping experience is preferred to assist financial tasks.

Qualifications

• High school diploma or equivalent is required.
• 2 years of experience in a relevant administrative area; total education/experience of 3 years.
• Bookkeeping experience is preferred.

Responsibilities

• Provide administrative and secretarial support for the Optional and Advanced Academics offices.
• Schedule and coordinate meetings and appointments; arrange staff travel.
• Establish and maintain record-keeping systems; assist in IT-related processes as needed.
• Review reports and correspondence related to programs; handle confidential information appropriately.
• Prepare reports detailing administrative information and respond to correspondence for the programs.
• Identify issues and propose solutions consistent with regulations.
• Perform other duties as assigned.

Skills

Administrative support

Scheduling

Data compilation

Travel arrangements

Confidentiality

Education

High School diploma or equivalent

Bookkeeping experience (preferred)

Job description

Purpose and Scope

The incumbent supports an organization or department by performing administrative and secretarial services for the Optional Schools office. Assist management with administrative tasks such as tracking and compiling information of interest.

Essential Job Functions

• Perform a full range of administrative work for multiple programs and projects in the Optional and Advanced Academics offices.
• Provides highly responsible and specialized administrative and secretarial support to assigned supervisor and staff, performing such duties as scheduling and coordinating meetings and appointments, researching and compiling specialized data for reports and studies, composing and/or preparing routine and confidential reports and correspondence, making travel and accommodations arrangements for staff.
• Establishes and maintains record‑keeping systems; may assist in coordinating the implementation and application of information technology systems to support area of responsibility.
• Monitors reports and records related to program/project activities; receive packets and documentation form varies program-related sources (i.e. school sites); verify completion and accuracy of forms; treating confidential information appropriately.
• Prepare various reports detailing the administrative information handled by the position. Review and answer correspondence for the Optional School program and Advanced Academic Offices.
• Identify issues or problems and seeks alternative solutions consistent with applicable regulations.
• Prepare and maintains variety of reports, records, correspondence, and files related to assigned service, activities, and operations; provides for appropriate research and compiles reports, as needed.
• Performs other related duties as assigned or directed.

Minimum Qualifications

High School degree or equivalent, and 2 years' experience in a relevant area for a total education/experience of 3 years. Bookkeeping experience preferred.