Administrative Specialist II

Description

The Administrative Specialist II serves as a key member of a large department within Alexandria City Public Schools (ACPS), responsible for high-level administrative coordination and specialized support. In addition to managing day-to-day office operations, the position provides direct administrative assistance to two senior leaders and ensures the efficient execution of a broad range of complex tasks.

Core responsibilities include logistical coordination for events and meetings (including audio-visual services), onboarding support for new hires, oversight of the department-wide calendar, and the creation of internal and external materials. The role also supports monitoring and compliance functions related to contracts, inventory, budget tracking, procurement processes, purchases, and overall expenditures, often with delegated management authority.

This position functions as the primary administrative liaison for the department, serving as the key point of contact with various internal stakeholders across ACPS to resolve operational and procedural matters. The Administrative Specialist II reports directly to the Chief of School and Community Relations, with additional support responsibilities for the Executive Director of Communications. The role carries system-wide operational influence and operates with general supervision and a high degree of independence.

Qualifications

Education: Associate's Degree preferred or equivalent.

Certificates & Licenses: None required.

Experience: Minimum of two (2) years of specialized administrative work in support of one or more high-level officials is required.

Essential Functions

• Provides administrative support to the Chief of School and Community Relations and the Executive Director of Communications.
• Oversees day-to-day office operations supporting a large department.
• Responsible for developing operating budgets and associated spreadsheets for managerial decision making.
• Develops, monitors, and reconciles various finance and budget reports.
• Coordinates schedules, meetings, travel, professional memberships, conference registration, and activities in support of assigned administrator and department staff's operational activities.
• Creates forms, databases, and spreadsheets to streamline reporting processes.
• Oversees contracts, grants, and procurements to provide documentation in accordance with administrative and legal requirements.
• Develops specialized reports as needed.
• Manages the school division's electronic flyer request system and assists with audio-visual service requests.
• Manages office staff time and leave usage, often overseeing payroll activities.
• Maintains office files and records for the department.
• Processes a wide variety of documents and materials in compliance with program, division, state, and federal requirements.
• Compiles the weekly media report of media mentions for the school division.
• Attends events, video filming, media opportunities, and school visits for support as needed
• Researches a variety of topics to provide information to address a variety of administrative decision-making requirements, including finance and budget decisions.
• Responds to a wide variety of inquiries, many from key personnel within ACPS, to provide information, facilitate communication among parties, provide direction, and resolve issues.
• Supports assigned administrative and department personnel to assist with administrative activities and coordinates audio-visual services needs.
• Craft correspondence on behalf of the administrator or department as needed or requested.
• Assists with requesting equipment for department staff and new employees, as well as with new employee onboarding.
• Performs other related duties, as assigned, to ensure the efficient and effective functioning of the work unit.
• Some evening and weekend hours will be required.

Clearances

• Criminal Justice Fingerprint/Background Clearance.
• Tuberculosis Skin Test.