Description | Greenbush - The Southeast Kansas Education Service Center is seeking applicants for the position of Administrative Specialist in the Garden City area.
Anticipated start date: January 1, 2020. Equal Opportunity Employer.
Purpose Statement: The job of the RCDC Administrative Specialist was established for the purposes of performing, coordinating and overseeing with minimal supervision an extensive level of support to agency leadership staff, covering a wide range of complex and confidential administrative duties; anticipating needs while independently managing day-to-day workflow and prioritizing various projects which include scheduling, hosting events, preparing materials, maintaining records; communicating information; and supporting agency technology applications.
Essential Functions:
- Maintains current agency leadership calendars and schedules (including day-to-day and long-term)
- Assists with preparation and management of meetings, project logistics and other identified priorities
- Schedules a variety of program related activities (meetings, presentations, events) for the purpose of assisting in meeting agency needs/requirements, ensuring the efficient utilization of funds, personnel, equipment and/or facilities, and communicating all relevant details to participants
- Balances conflicting priorities in order to manage workflow, ensure the completion of essential projects, and meets critical deadlines
- Collects and assembles information for presentations, projects and strategic planning and ensures agency leadership team members and other staff are prepared for upcoming appointments and meetings by gathering and organizing necessary materials
- Serves as the first point of contact for a wide variety of high-level relationships between agency leadership and external contacts
- Drafts and edits correspondence, articles, reports and presentations; transcribes meeting notes
- Assists with the coordination and management of special projects, including working collaboratively with staff to assure projects meet deadlines and quality expectations
- Proactively takes on tasks to support RCDC’s programs, operations, and overall mission
- Works as a member of the team, willingly providing back-up support for coworkers when appropriate while actively supporting group goals
- Maintains a variety of manual and electronic files and records for the purpose of providing documentation in accordance with administrative and legal requirements
- Compiles data from a variety of sources for the purpose of preparing a variety of reports, documents, and correspondence (spreadsheets, newsletters, brochures, etc.) for the purpose of assisting staff, documenting activities, providing written reference and/or conveying information
- Processes a variety of documents and materials for the purpose of supporting program activities, disseminating information, and maintaining compliance with program, state and/or federal requirements
- Orders, maintains and organizes inventory of supplies, forms, and materials for the purpose of ensuring items’ availability
- Researches a variety of topics for the purpose of providing information and/or recommendations and/or addressing other needs as assigned
- Responds to a variety of phone, email and postal mail inquiries from internal and external parties (e.g. staff, parents, providers, stakeholders, etc.) for the purpose of providing information, facilitating communication among parties and/or providing direction
- Assists with the maintenance of office equipment and arranges for repairs of agency technological equipment (copier, printers, peripheral equipment, etc.) for the purpose of ensuring the availability and functionality of resources
- Supports administrators for the purpose of providing assistance with their administrative functions and program and agency objectives
- Supports agency staff in carrying out public awareness, marketing, fund development, and advocacy activities
- Participates in a variety of meetings, workshops, trainings, etc. for the purpose of maintaining current skills, providing or receiving information, and supporting the achievement of agency objectives
- Adheres to all professional guidelines as outlined in agency policies
- Performs other related duties, as assigned, for the purpose of ensuring the efficient and effective functioning of the agency
Job Requirements—Minimum Qualifications:
Skills, Knowledge and Abilities
SKILLS are required to perform multiple tasks with a need to occasionally upgrade in order to meet changing job conditions. Specific skill-based competencies required to satisfactorily perform the functions of the job include: evaluating and anticipating needs; exhibiting sound judgment; flexibly adapting to changing work priorities; projecting a positive, professional demeanor; interacting professionally with stakeholders and coworkers at all times; working as part of a team; working with detailed information/data; operating standard office equipment including utilizing pertinent software applications; and preparing and maintaining accurate records.
KNOWLEDGE is required to perform basic/moderately complex math, accurately compose documents with proper spelling and grammar, read technical information, and solve practical problems. Specific knowledge-based competencies required to satisfactorily perform the functions of the job include: current generation computer hardware, software and operating systems; business telephone etiquette; common office machines; and office methods and practices.
ABILITY is required to utilize analytical skills and demonstrate broad understanding of the agency and its programs; make reasonable decisions in the absence of direction; work effectively without constant and direct supervision or guidance; schedule activities, meeting and/or events; gather, collate, and/or classify data; and use job-related equipment. Flexibility is required to work with others in a variety of circumstances; analyze data using defined processes; and operate equipment using a variety of standardized methods. Ability is also required to work with a significant diversity of individuals and/or groups; work with data of varied types and/or purposes; and utilize a variety of job-related equipment. Problem solving is required to analyze issues and create action plans. Problem solving with data frequently requires independent interpretations of guidelines; and problem solving skills with equipment are moderate. Specific ability-based competencies required to satisfactorily perform the functions of the job include: adapting to changing work priorities; communicating with diverse groups; working with frequent interruptions; developing and maintaining positive working relationships; maintaining confidentiality; meeting deadlines and schedules; working as part of a team; and setting priorities.
Excellent benefit package: Supporting employees and their families is important to Greenbush. We provide access to exceptional Health, Dental, Vision, and Life insurance options for all employees who work 20 hours or more a week. Additionally, Greenbush participates in the Kansas Public Retirement System (KPERS) and provides excellent 403B plan options. Greenbush contributes to each and every employees retirement plan by matching up to $75 a month for any Greenbush employee that contributes to one of the 403B plans. Employees also can participate in flex spending accounts and salary protection programs. All employees are provided with sick days, personal leave, and holidays subject to the length of their contract. Equal Opportunity Employer
In addition to the benefit package, Greenbush recognizes the importance of continued education throughout an employee’s career and offers the Greenbush Education Reimbursement Plan to support employees in their education endeavors. The plan provides an opportunity for any Greenbush employee working at least 1,004 hours per year to be reimbursed up to $1200 per contract year for tuition costs. Employees of Greenbush meeting the hour requirement can apply to participate in the program by completing the Tuition Reimbursement Application Form. In addition, Greenbush offers a Professional License Reimbursement Program, which provides full reimbursement for professional licenses with specific Kansas licensing authorities and other appropriate authorities (a complete list can be provided upon request).
For complete benefit package information, direct your questions to the individual listed under the Job Contact Information section. |