School Supervision Administrative Specialist

Purpose of Position/Summary:

Under supervision of the School Supervision Team, the School Supervision Administrative Specialist provides administrative and clerical support for the team.  Duties include performing a variety of administrative and clerical tasks, supporting key internal and external stakeholders, providing support to School Supervision Team employees, assisting in daily office needs and managing the EDS team's general administrative activities.

Essential Duties/Responsibilities:

• Manages compliance of School Improvement Plan (SIP) tasks, PowerSchool actions, Panorama follow-up and updates and reports out to EDS'.
• Establish systems, develop project plans, and support implementation to ensure the team meets goals.
• Ability to organize and coordinate programming/projects.
• Attends meetings and in-service presentations as directed by EDS'.
• Participate in routine department, committee and other district meetings as required.
• Managing various projects assigned by the EDS'.
• Compile data for purpose of meeting school, district, state and federal requirements for financial, legal and/or administrative purposes; data collected may include Title I data, attendance, payroll, personnel records, work requests, and student information; maintain information in a confidential and secure manner.
• Answers and screens telephone calls, and disseminates messages to appropriate person.
• Greets visitors and directs to appropriate area or person.
• Identifies and reports matters that may affect efficient operation to EDS' or project leaders.
• Maintain EDS' calendar including scheduling meetings, conferences and events.
• Monitor, respond to and distribute incoming communications including informational flyers, newsletters, notices, staff memos, parent calls, and other written material.
• Processes information using a variety of computer driven word processing, spreadsheet and file maintenance programs. Work includes assimilating information from a variety of sources to compose letters, generate reports and provide informational data.
• Maintain detailed filing systems, preferably in Google.
• Attend Board Meetings as directed by School Supervision Team.
• All other duties, as assigned.

Core Competencies

Critical core competencies for successful performance in this role are:

• Highly-developed communications skills (written/verbal) and interpersonal savvy
• Results/action-orientation; project management skills
• Organizational agility; developed negotiation skills
• Unquestionable personal code of ethics, integrity, diversity and trust
• Able to successfully navigate within varying degrees of ambiguity in a fast-paced environment
• Strong strategic analysis skills

Qualifications

This role provides privileged access to the inner workings between the School Supervision Team, service providers, and partner organizations. The successful candidate will be discrete, high-energy, agile-minded, strategic, proactive, a direct communicator, highly-organized and committed to the vision and values of Indianapolis Public Schools (IPS) and the Academics Department. In addition, the following standards will generally define the successful incumbent:

• 3- 5 years of prior experience in working with computers and various software programs is required, or, any equivalent combination of training and experience which provides the required knowledge, skills and abilities.
• Possess a valid Indiana driver's license (or equivalent);
• Broad knowledge of IPS policies, procedures and programs;
• Ability to be creative in developing alternatives to meet School Supervision needs at each school;
• A track record of developing and maintaining strong working relationships with and among a diverse group of actors;
• Excellent communication skills and strong analytical and writing capabilities;
• Close attention to detail coupled with the ability to exercise good judgment;
• Strong organizational, oral and written communication, and interpersonal skills;
• Proactive nature; able to anticipate conflicts before they arise;
• Ability to work well independently as well as collaboratively;
• Ability to execute meetings, calls and emails with professionalism, courtesy and accuracy;
• Personal qualities of maturity, humility, strong work ethic, sense of humor, and diligence; and
• Ability to effectively allocate and prioritize time to several tasks to ensure completion of all.

Supervisory Responsibilities/Direct Reports:

None.

Personal Work Relationships:

The individual in this position works with a wide range of IPS staff, partners, administrators and service providers on routine and diverse problems encountered to fulfill its School Supervision duties. The individual must possess and employ a variety of personal and interpersonal skills in the discharge of the position's responsibilities. This position requires a positive attitude when dealing with staff and IPS constituents. Good judgment, discretion and individual initiative are necessary for the effective discharge of the position's significant responsibilities.

Physical Effort:

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 accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel; talk or hear. The employee frequently is required to stand and walk. The employee is occasionally required to sit; reach with hands and arms; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.

Working Conditions:

The work environment characteristics described in this document are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is occasionally exposed to outside weather conditions. The noise level in the work environment is usually moderate.