Administrative Assistant - Office of Charter Schools

Responsibilities

• Responsible for many of the day-to-day administrative tasks of the Office of Charter Schools, as part of the academic department, including handling sensitive documents and records.
• The Administrative Assistant will also provide support to stakeholders (i.e., parents, school leaders, community members) who contact MSCS by telephone, email or walk-in with an inquiry or request for assistance.
• The Administrative Assistant will report directly to the Assistant Superintendent of Charter Schools.
• Provides exemplary customer service as the first point of contact for constituents who call, email, or visit the service center; responds to a high volume of general and critical requests for assistance or support.
• Documents each customer transaction in a data tracking system and maintains daily reports to ensure calls match the number of service tickets created and analyze data to understand trends/emerging concerns.
• Creates timely correspondence using Microsoft Office (Word, Excel, and PPT-related programs).
• Organizes, establishes, and maintains complex filing systems and records (TEAMs, PowerBI, SharePoint, and other related programs).
• Maintains and updates MSCS directory with current contact information for the Office of Charter Schools staff members; and updates the Office of Charter Schools website, as necessary, with related documents and contact information.
• Manages the Office of Charter School’s contracts, working with applicable departments and schools.
• Coordinates scheduling, events, and document distribution, as needed.
• Collects data, compiles reports and maintains records, researching the internet for relevant data and information, as required.
• Manages payroll, attendance, vacation, and other employee records.
• Requisitions supplies, equipment, travel, and other division/department expenditures; manages assigned budgets and prepares related reports.
• Performs other related duties as assigned or directed.

Requirements

• Requires a High School diploma or equivalent plus an additional four (4) years of secretarial/clerical and computer experience, or equivalent, for a total education/experience of four (4) years.
• Certification in Microsoft Office and/or Administrative Professional (CAP) preferred.
• General knowledge of Charter Schools preferred.
• Degree Equivalency Formula: Bachelor’s Degree = 4 years plus required years of experience; Master’s Degree = 2 years plus required years of experience. Where Master’s degrees are required, years for Bachelor’s Degrees must be included.

Skills

• Possesses a strong skill set with the ability to multi-task and works well under pressure (i.e., during high call volume or peak seasons, and when dealing with constituent concerns).
• Attends training, meetings, workshops, or seminars as necessary to enhance job knowledge and skills.