Administrative Specialist (Human Resources) (Internal Only)

FOUR DAY WORK WEEK FOR SCHOLARS AND EMPLOYEES!

Cartwright School District's motto is "One Team, Una Familia!" which reflects our dedication to treating each child as a cherished family member. We are looking for self-motivated and experienced workers with the same dedication.

JOB GOAL
The Administrative Specialist is the third level in a four level administrative support series.  The Administrative Specialist is distinguished from the Administrative Technician by its responsibility for performing paraprofessional administrative support activities requiring thorough knowledge and understanding of rules, regulations, and policies in area of assignment. The Administrative Specialist is distinguished from the Administrative Coordinator, which is responsible for performing highly confidential and administrative support activities which have District-wide impact requiring independent operational decision-making.

• Maintains a variety of files and/or records, which may include: student folders, transfers, evaluations, immunizations, demographic information, attendance records, and other related student information; work orders, requisitions, purchase orders, state tax credit logs, fire drills, Title I students, professional development requests, and other related files and/or records.
• Prepares, verifies, codes, and/or processes a variety of information and/or paperwork, which may include: class lists, student withdrawals and transfers, record requests, graduate records, attendance records, timesheets, bank statements, purchase orders, student activity accounts, deposit slips, student slips, meal applications and other related information and/or paperwork; prepares related reports..
•  Types a variety of materials, which may include: dictated psychological evaluations, notices, letters, awards, memorandums, student reminders, handouts, class lists, school calendars, forms, status reports, requisitions, booklets, service forms, event programs, and other related materials.
• Performs routine office activities, which may include: making copies; filing; sorting, opening, and distributing mail; maintaining databases; faxing documents; maintaining and troubleshooting office equipment; and, performing other related activities.
• Answers telephones and greets students, staff, parents, and administrators to include directing calls, taking messages, answering questions, and providing information; expedites the resolution of concerns and/or complaints. Answers telephones and greets students, staff, parents, and administrators to include directing calls, taking messages, answering questions, and providing information; expedites the resolution of concerns and/or complaints.
• Maintains supplies inventory and places orders with the District’s materials center and/or outside vendors.
• Compiles a variety of information and data and prepares related reports.
• Trains new office staff on policies, procedures, and practices.
• Assists in the destruction of records using established records retention guidelines.
• Assists in monitoring budgetary expenditures and account balances.
• Performs other duties of a similar nature or level.

• Distributing classroom keys and familiarizing substitutes with the campus;
• Covering for the nurse by taking temperatures, administering medications and other related activities;

• Taking picture identifications of personnel, staff, and students;
• Reserving buses for field trips.

• Preparing work orders for school cafeterias, warehouse, and office;
• Preparing invoices for special events;
• Typing and copying menus.

• Preparing and organizing materials, meeting rooms, and refreshments for in-services, workshops, meetings, luncheons, and/or other related events;
• Coordinating educational events;
• Assembling testing materials;
• Assisting with school program audits.
• Physical Requirement for THIS position is designated as LIGHT WORK

• Reviewing coding and available funds in order to process requisitions and extra duty time sheets
• Tracking all expenditures related to the IDEA Basic and Preschool grants
• Participating in the budget process
• Tracking placement of students at private education facilities and at residential treatment center

• Drafting routine memorandums, informational in nature;
• Preparing spreadsheets of bid/RFP responses;
• Coordinating photographic film processing for District schools;
• Coordinating musical instrument repairs, annually.

• Preparing route sheets for bussing routes;
• Maintaining special needs student listings and files;
• Gathering and calculating mileage breakdowns on buses for reporting purposes;
• Creating boundaries to prepare enrollment analysis for study purposes.

• Completing and running work order requests from schools and submitting to appropriate individual(s) for completion.

• Collecting and monitoring instrument inventory for the District;
• Determining students for Academic Talent Search based on test scores;
• Compiling and typing music instrument bids.

• Assisting with the coordination of employee recognition programs;
• Facilitating student programs with external school partnerships;
• Assisting with media relations.

• Assisting with the fingerprinting process of new employees;
• Posting job openings and updating the job information line;
• Entering new employees on the District payroll system;
• Verifying employment;
• Processing salary adjustments;
• Assisting in the notification of certified personnel as to renewal of credentials;
• Maintaining personnel files.

• Maintains a variety of files and /or records, which may include billing, immunizations, childcare licensing.
• Distributing classroom keys and familiarizing substitutes with the campus.
• Covering for the nurse by taking temperatures, administering medications, and other related activities.
• Taking picture identifications of personnel staff, and students
• Covering custodial responsibilities when needed.(ie laundry, cleaning up accidents, setting up and taking down playground equipment, etc.)
• Covering classrooms and attending to children’s needs (ie, filling in as a substitute teacher)
• Acts as the Director Designee in the absence of the Director.

• Knowledge of applicable Federal, state, county and city statutes, rules, regulations, policies and procedures.
• Knowledge of applicable Cartwright School District and departmental policies and procedures.
• Knowledge of:
  • General office procedures;
  • Customer service principles;
  • Recordkeeping practices and procedures;
  • Filing techniques and practices;
  • Modern office equipment;
  • District policies and procedures and State requirements;
  • Basic accounting procedures to monitor and track budgets and to calculate payroll;
  • General practices and procedures in area of assignment;
  • Grammar, punctuation, and spelling;
  • Basic mathematical principles and concepts.
• Skill in:
  • Using a computer and related software applications;
  • Operating modern office equipment;
  • Providing customer service;
  • Maintaining records;
  • Filing;
  • Typing;
  • Composing, editing, proofreading, and formatting letters, correspondence, reports, and other written materials;
  • Prioritizing work;
  • Tracking budgetary expenditures;
  • Processing information and paperwork;
  • Reading and interpreting policies and procedures;
  • Organizing information;
  • Using basic mathematics to include addition, subtraction, multiplication, and division;
  • Gathering and organizing information;
  • Communication, interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to receive work direction.

• Positions in this class typically require: stooping, reaching, pulling, lifting, talking, hearing, seeing, and repetitive motions.
• Medium Work: Exerting up to 50 pounds of force occasionally, and/or up to 20 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects.
• Incumbents may be subjected to blood and other body fluids.