Department Administrative Specialist - Human Resources - Educational Services Center

Cherry Creek School District

Full-time

Educational Services

About the position

The Department Administrative Specialist plays a crucial role in supporting the Central Department Director and ensuring the efficient operation of the department's administrative functions. This position involves a variety of administrative tasks, including scheduling, document preparation, and communication with staff and the public. The specialist must exercise independent judgment and discretion while managing complex assignments and providing assistance to other department staff as needed.

Responsibilities

• Provide administrative support to the department director and staff by updating electronically shared meeting documents, newsletters, and handbooks; scheduling and coordinating appointments, meetings, and facilities; maintaining and updating department master calendar; coordinating building use; creating and maintaining filing systems; distributing mail; issuing and tracking building keys; and updating the department's webpage(s).
• Greet and welcome visitors to the building. Answer and screen telephone calls, take messages, and assist staff, students, parents/guardians, and community members with concerns and questions.
• Schedule meetings and appointments for staff, supervisor, outside representatives, and students. Prepare agendas, reserves, and facilities, and record and transcribe minutes of meetings. May arrange and coordinate travel schedules and reservations.
• Draft and/or type letters, memorandums, reports, and related materials. Compose and type routine correspondence. Work on special projects as needed.
• Conduct research and compile and type statistical reports.
• Organize and maintain file system, which may include simple databases, personnel records and actions, surveys, legal documents, evaluations, professional growth, insurance, etc.
• Operate word processing equipment to store, edit, format, print, and revise letters, memorandums, databases, reports, forms, labels, and other printed material.
• Read, route, and respond to incoming mail. Locate and attach appropriate file(s) with correspondence to be answered by building administration. Prepare outgoing mail and correspondence, including emails and faxes.
• Order and maintain supplies/inventory and arrange for equipment maintenance. May process electronic purchase and warehouse orders and/or other financial documents. May complete basic monitoring of a department budget.
• Perform other duties as assigned or requested.

Requirements

• High School Equivalency (HSE) diploma
• One (1) year of administrative assistant/clerical, human resources, budget, payroll, accounting, banking/loan servicing, or School Support Para-Educator experience.
• Intermediate knowledge of common office application software.
• Intermediate knowledge of Microsoft Office.
• Advanced knowledge of typical office equipment such as telephones, copiers, fax machines, email, etc.
• Intermediate verbal and written communication skills.
• Intermediate organizational skills.
• Advanced interpersonal relations skills.
• Ability to operate common office equipment.
• Ability to work alone and with others.
• Ability to write routine reports and correspondence.
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and policy books.
• Ability to keep up-to-date technically and apply new knowledge to the job.
• Ability to communicate, interact and work effectively and cooperatively with all people, including those from diverse ethnic and educational backgrounds.
• Willingness to contribute to cultural diversity for educational enrichment.
• Ability to stay current with District policy, standards, and training in the areas of data quality, data privacy, and cyber-security with respect to student and staff data, and related information systems.
• Ability to recognize the importance of safety in the workplace, follow safety rules, practice safe work habits, utilize appropriate safety equipment, and report unsafe conditions to the appropriate administrator.
• Ability to promote and follow Board of Education policies, District policies, and building and department procedures.

Nice-to-haves

• Experience working in the public sector
• Experience working directly with people from diverse racial, ethnic, and socioeconomic backgrounds
• Racially conscious and culturally competent with the skill, will, capacity, and knowledge to commit to a culture of continuous improvement
• Education and/or training beyond high school