Open Position: Part-Time Administrative Assistant
We are looking to fill the role of an Administrative Assistant to support the Parent and Community Advisory Board for Baltimore City Schools! The individual will perform routine clerical duties, appointment management and more. If interested, please submit your resume to: email@example.com
JOB TITLE: Administrative Assistant
DEPARTMENT: CEO/Parent and
Community Advisory Board
AFFILIATION: Temporary Professional I
COMPENSATION: $16.00 - $21.00/hour
Part-time (up to 20 hours/week)
Benefits are not offered for this position
EMAIL RESUME TO: firstname.lastname@example.org
The Temporary Professional I – PCAB will serve as the administrative support specialist for the Parent and Community Advisory Board (PCAB.) The individual will perform routine clerical and administrative duties, including file organization, document and correspondence creation, schedule and appointment management (e.g., meetings, events, and outreach), and will provide general support to the PCAB executive board and committee leads (e.g., reviewing incoming documents, conducting research, and preparing reports). The individual will handle most of the communications with the PCAB stakeholder groups – parents, students, community members/partners and staff. At times, the individual may supervise an office support intern or volunteer(s). The individual should be able to carry out their duties remotely from home, using remote collaboration technologies such as Zoom, Microsoft Teams, and Google Suite applications.
The individual will be expected to work in-person at Baltimore City Schools headquarters at least 1-2 times per month and when needed to set up and organize materials for events with the same performance expectations for either setting. PCAB executive board members and committee leads are all volunteers with many demands on their time, so the person in this position should be a self-starter who proactively manages job duties and communicates the status of their activities to the executive board without having to be asked to complete each individual task.
● Answer telephone and email messages or transfer calls/redirect messages to the appropriate district office representative in a timely manner
● Schedule appointments, meetings, presentations and update outreach and events calendar(s)
● Arrange and staff PCAB public and private meetings
● Handle incoming and outgoing mail and messages, and provide quality customer service with callers and office visitors
● Prepare memos, quotes/invoices, and other reports
● Edit documents
● Maintain databases and general filing and tracking system, whether electronic or paper
● Perform basic bookkeeping
● Perform a variety of clerical and administrative duties that are necessary to run an office
and volunteer-driven advisory board efficiently
● Use computer software to manage databases, prepare presentations, reports and documents
● Negotiate with vendors, identify needed items and supplies, manage promotional materials (stockroom and inventory) and file/publication libraries
● Use phone and videoconferencing, multifunctional print/copy/scan device, computer and other office equipment
● Setting up zoom conferencing for board meetings and testing links for errors
● Coordinating advisory board members and internal BCPSS resources.
● Managing project progress and adapt work as required.
● Ensuring projects meet PCAB and BCPSS dictated deadlines.
● Perform and promote all activities in compliance with equal employment and nondiscrimination policies; follows federal laws, state laws, school board’s policies and professional standards.
● High school diploma or equivalent. Specialized training in education, leadership, or business administration desired.
● One year of experience providing administrative support to a department head or manager in an office setting desired.
● Knowledge of office practices and protocol.
● Knowledge of principles and procedures of office management and supervision.
● Knowledge of standard record maintenance procedures.
● Excellent oral and written communication skills.
● Proficient skill in using technical computer applications including Microsoft Word, Excel, PowerPoint, and Outlook or similar computer applications/programs.
● Ability to collect, compile, analyze data, assemble information, and prepare reports.
● Ability to interpret the administrative policies and procedures of City Schools.
● Ability to establish and maintain effective working relationships with associates, officials, volunteers, and other stakeholder groups.
● Ability to prioritize, plan, and execute multiple, complicated and continuing assignments in a timely manner.
PERFORMANCE RESPONSIBILITIES: OTHER DUTIES AND RESPONSIBILITIES
● Performs other related duties as assigned.
● Light work, exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently.
● Not substantially exposed to adverse environmental conditions. Office environment with remote supervision. Must have excellent work ethic, integrity and impeccable self-management skills.
● The performance of this position will be evaluated every 90 days in accordance with the provisions of the Board policy on evaluation of temporary personnels.
The above is intended to describe the essential content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities, or requirements.