Office Administrator

General Definition of Work

The Office Administrator, under general supervision, performs complex executive-level administrative support to the Chief of Staff and Deputy Superintendent, while managing the day-to-day office administration of the department(s). Position carries out and delegates details as appropriate for assigned responsibilities. Employee performs advanced administrative support work to carry out Board of Education policies and procedures under the direction of the Executive Director of Executive Services.

Qualifications

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Salary/Status

NC 11 Hourly Non-Certified Schedule/Full-time, 12 months

Reports To

Executive Director of Executive Services

Place of Work

The normal place of work is on the premises used by Charlotte-Mecklenburg Schools. Charlotte- Mecklenburg Schools reserves the right to require you to work at such other place(s) as it may reasonably require from time to time.

Essential Functions

• Adhere to all state, federal, and local laws, policies, and procedures
• Serve as an assistant to the Chief of Staff and Deputy Superintendent, maintaining confidentiality
• Maintain the cabinet member's appointment calendar; schedule meetings and conferences between internal and external stakeholders
• Prepare agendas, reports, correspondence, and memorandums
• Respond to direct inquiries and route calls to the appropriate party for prompt and efficient resolution with confidentiality and a high level of professionalism
• Support stakeholders in person, via phone, and email
• Respond and resolve internal and external inquiries and complaints; exercise judgment in policy explanations while providing excellent customer service. Refer inquiries and complaints to appropriate staff when necessary
• Participate in coordinating and administering division budgets; assist in monitoring expenditures
• Initiate procurement of supplies, materials and services, negotiate/solicit quotes, review and draft vendor contracts and process payments to vendors. Monitor expenditures, issue purchase orders, and process fund transfers
• Serve as p-card administrator as assigned
• Maintain supply, technology and furniture inventory
• Make necessary arrangements for staff attendance at conferences, workshops, and meetings; secure workshop registration, airline transportation, and hotel accommodations; process travel expenses upon return
• Process payroll, report and maintain employee leave/absences, process quarterly mileage and expense reimbursements, and coordinate catering
• Maintain and update important records and forms including electronic records, and an efficient and effective filing system
• Perform related work as assigned or required

Knowledge, Skills, Abilities

• Personal behavior reflects an appropriate response to situations; demonstrates high personal integrity; complies with legal and ethical requirements of CMS; values different points of view; reflects appropriate professional and personal demeanor
• Engages in two-way communication; communication reflects careful analysis and ability to listen
• Exercises professional judgment in situations requiring problem-solving or decision making
• Excellent oral and written communications skills
• Comprehensive skills in Microsoft suite and Google products
• Expertise in preparing spreadsheets, PowerPoint presentations, memo writing and correspondence
• Knowledge of practices and procedures of generally accepted accounting principles
• Highly skilled in business letter writing and basic report preparation
• Knowledge of financial principles and practices
• Skilled in techniques for organizing and collecting data
• Highly skilled in office administration practices and procedures
• Proficient in use of spreadsheets, power point, mail merges and relational databases

Education and Experience

• Associate degree required
• Five (5) years of experience in office administration and management of senior level executive scheduling required
• Equivalent combination of education and experience

Special Requirements

• Possess and maintain a valid Driver's License or ability to provide own transportation
• Travel to school district buildings and professional meetings
• May be required to attend offsite and/or community events that may occur outside of normal business hours. Must provide own transportation for travel throughout the district