About the position

Under general direction, the purpose of this position is to perform district-based duties associated with providing administrative and secretarial support for department directors and/or above. Employees in this classification function in a clerical capacity and coordinate schedules and meetings, review documents and reports, maintain budgets and payroll, maintain filing systems, follow current local, state, and federal laws and policies, as well as provide general office support. Employees also assist with the resolution of emergency situations.

Responsibilities

• Responds to internal and external customers in a timely, accurate, courteous, and empathetic manner representing OCPS in a positive light.
• Coordinates and prioritizes work plan with supervisor; adjusts work plan to meet unscheduled events.
• Performs administrative and secretarial assignments with minimal direction while supporting multiple departments in the Research, Measurement and Strategy office.
• Answers incoming telephone calls for the main department number, as needed; answers questions, takes messages, or forwards calls to the appropriate person or department.
• Coordinates and schedules meetings, rooms, online meeting links, and/or sets up equipment for meetings with departments, vendors, or the business community.
• Attends department and office meetings to provide support and engage in discussions.
• Provides support with reviewing documents and verifying the accuracy of data reports.
• Remains informed about OCPS procedures as they relate to the preparation and processing of various administrative forms, reports, and communications.
• Creates and maintains online and hardcopy filing systems and files for the documentation of department items, programs, and tasks (e.g., contracts, projects, state and federal correspondence, budget and audit information.
• Assists with property inventory and securely stores equipment and technology assigned to the departments.
• Works with other support team members to maintain an adequate supply of materials for the departments/office.
• Operates a variety of machinery equipment, and tools associated with department activities which may include a copy machine, fax, laminator, and poster machine.
• Follows payroll procedures.
• Works with computer and web-based systems such as SAP, Works, Canvas, Google Suite, Qualtrics, Microsoft Teams, Microsoft Office programs, and Adobe Acrobat and acquires knowledge and skills in using new systems as they are added.
• Responsible for keeping up to date on current technology, as job appropriate, being used by OCPS.
• With the support of the district, attends training to ensure skill level in various technologies is at the level required to perform in current position.
• Participates in training, workshops, and job-embedded professional learning opportunities.
• Responsible for timely and accurate information they maintain as part of their job responsibilities.
• Coordinates with other support staff in the Research, Measurement and Strategy office for coverage (e.g., telephone, vacation, breaks, and lunches).
• Manages departmental budgets, processes purchase orders and credit card charges and reconciles budgets monthly against budget software.
• Follows OCPS travel guidelines and coordinates travel arrangements as requested; processes travel card charges; assists staff with reimbursements to ensure items are processed in a timely manner.
• Monitors the use of the office copy machines, printers, and other office equipment; may call for routine maintenance and repairs of office equipment.
• Responsible for monitoring, posting, and pulling resumes for new positions.
• Follows OCPS policies, processes and procedures.
• Provides support for other staff positions within departments as needed (e.g., support for the management of test materials, manuals, and state records in support of assessment programs).
• Handles emergency situations and notifies appropriate personnel for resolution.
• Keeps supervisor(s) and other key leaders informed of critical issues about which they should be aware.

Requirements

• High school diploma or GED; supplemented by up to five (5) years of previous experience in more progressively responsible assignments training in an office environment, or any equivalent combination of related education, training and experience which provides the required knowledge, skills and abilities to perform the essential job functions.
• Requires the ability to calculate, compute, summate, and/or tabulate data and/or information. Includes performing subsequent actions in relation to these computational operations.
• Requires the ability to apply principles of persuasion and/or influence.
• Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.
• Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.
• Requires the ability to perform addition, subtraction, multiplication, and division; ability to calculate decimals and percentages; may require the ability to utilize principles of fractions and/or interpret graphs.
• Requires ability to carry out instructions furnished in written, oral, or diagrammatic form. Involves semi-routine standardized work with some latitude for independent judgment concerning choices of action.
• Requires the ability to exercise the judgment, decisiveness and creativity required in situations involving evaluation of information against measurable or verifiable criteria.