Roanoke County is currently seeking an Administrative Specialist for the Executive Director of Secondary Instruction. This position will have a start date of August 1, 2023 and is an 8 hours/day, full time, eligible for benefits on the RCPS Pay Plan Grade 115.
Position Description/Job Summary :
The Administrative Specialist for the Executive Director of Secondary Instruction is responsible for providing a variety of office assistance activities; ensuring the proper operation of the Executive Director of Secondary Instruction's office; assisting with clerical and administrative matters; preparing and maintaining complex and confidential files; overseeing financial accounts and all tasks associated with those accounts.
Responsibilities/Duties/Functions/Tasks :
• Uses the DOE Financial System (OMEGA) to prepare a budget, monitor expenditures, prepare monthly reimbursements to ensure proper spending of grant money.
• Works with the Title II/IV Director in maintaining the budget, managing the bookkeeping, financial planning, private school Title Grant monitoring, and preparing allotments and reimbursements associated with the grant.
• Knowledgeable of the timeline for grant spending and closings to ensure appropriate use of funds.
• Assists with Federal and local audits.
• Manages the budget, billing, and payment for dual enrollment for all high schools.
• Assists in the planning for summer school and prepares the summer school calendar, brochure, applications for students and teachers, summer school handbook and documents, arranges delivery of materials and supplies, manages all funds associated, and processes payrolls.
• Processes and submits payments vouchers for all itinerant teachers monthly.
• Processes reimbursements and maintains recordkeeping for all subject area coordinators, supervisors, principals, and teachers who attend conferences, workshops, etc.
• Process time sheets for staff PD, summer school, and grant funded tutoring.
• Responsible for accounting, placing orders, processing vouchers, and monitoring many budget accounts.
• Keeps a running balance on all budget accounts.
• Reconciles budget accounts making accounting adjustments monthly.
• Processes Professional Development Request Forms
• Bill schools for 1st and 2nd semester substitutes
• Collects data and creates a spreadsheet for Budget & Finance Office and all high schools reflecting allotments by departments.
• Process and makes payments for purchases on the purchasing cards monthly for the Department of Instruction.
• Manages all requests, invoices, and reimbursements to schools for matching funds.
• Oversees the staff development budget for all schools K-12.
Minimum Job Requirements/Qualifications :
Thorough knowledge of standard office practices, procedures, equipment, and office assistance techniques; thorough knowledge of school division functions, organization and policies; thorough knowledge of business English and spelling; ability to establish and maintain effective working relationships with school officials, the general public and associates; ability to work under pressure; ability to organize and perform work independently; ability to lay out and type complex forms and tables; ability to make difficult arithmetic calculations; ability to type, take and transcribe dictation at a reasonable rate of speed; ability to operate personal computer and other standard office equipment; ability to supervise other clerical staff.
Education and Experience :
• High School Diploma and college level courses in office management, secretarial science, or related field with extensive experience in secretarial work.
Working Conditions & Physical Requirements :
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions. Must have the ability to sit and stand for extended periods of time; exhibit manual dexterity to enter data into a computer and phone system; to see and read a computer screen and printed material with or without vision aids; hear and understand speech at normal levels; physical agility to lift up to 25 pounds; to bend, to stoop, to sit on the floor, to climb stairs, to walk, to reach overhead, and to drive a vehicle.
These requirements are representative, but not all-inclusive of the knowledge, skill, and ability required to perform this job. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential functions. Employment Type: ["OTHER"]