SENIOR SPECIALIST, SCHOOL BOARD SERVICES

Salary Schedule

This position will perform highly responsible complex and specialized administrative work directly for the School Board using independent judgement and discretion in matters of significance.

QUALIFICATIONS:

1. A high school diploma is required. Associate’s degree preferred.
2. Four (4) years of progressively responsible experience in administrative support positions or any equivalent combination of related education, training, and/or experience which provides the required knowledge, skills, and abilities to perform the essential functions.
3. Experience working with social media preferred.
4. Preference given to executive management support in a comparable business environment.
5. Five (5) years of OCPS district experience preferred.
6. Must be able to work a flexible work schedule.

KNOWLEDGE, SKILLS AND ABILITIES:

• Excellent written and oral communication skills and interaction techniques.
• Analytical skills to review information and formulate alternative solutions to problems.
• Technical skills including, but not limited to, spreadsheets, document processing, and presentation software utilization.

Ability to:

• analyze pertinent data;
• effectively use problem-solving skills;
• work as part of a team with staff or other departments;
• Identify important issues or problems in areas of responsibility
• share ideas with others in a clear and informative manner;
• regularly use independent judgment and discretion in matters related to business operations and management policies;
• work under general direction with no direct supervision;
• plan projects and utilize effective time management skills;
• manage project calendars and timelines.

REPORTS TO: Administrator, School Board Services

SUPERVISES: May supervise clerical staff

MACHINES, TOOLS, EQUIPMENT:
Machines, tools, equipment, electronic devices, vehicles, etc., used in this position. Telephone, Computer, (Personal Computer and Mainframe), Automobile, Copier

PHYSICAL REQUIREMENTS:
Light Work: Exerting up to 20 pounds of force occasionally and/or up to 10 pounds of force frequently. If the use of arm and/or leg controls requires exertion of forces greater than that for sedentary work and the worker sits most of the time, the job is rated as Light Work.

PHYSICAL ACTIVITY:
Physical activities of this position. Percent of a typical day involved in each applicable activity is noted:

Percentage
70 Sitting: Resting with the body supported by the buttocks or thighs.
10 Standing: Assuming an upright position on the feet, particularly for sustained periods of time.
10 Walking: Moving about on foot to accomplish tasks, particularly for long distances.
5 Bending: Lowering the body forward from the waist.
5 Reaching: Extending hand(s) and arm(s) in any direction.
5 Lifting: Raising objects from a lower to a higher position or moving objects horizontally from position-to-position through the use of the upper extremities and back muscles exerting up to 10 pounds of force.
80 Finger Dexterity: Picking, pinching, typing or otherwise working primarily with fingers rather than with the whole hand or arm.
70 Grasping: Applying pressure to an object with the fingers and palm.
90 Talking: Expressing or exchanging ideas by means of the spoken word. Those activities in which detailed or important spoken instructions must be conveyed accurately, loudly, or quickly.
90 Hearing Acuity: The ability to perceive speech and other environmental sounds at normal loudness levels.
90 Visual Acuity: The power to see at a level which allows reading of numbers and text, operation of equipment, inspection of machines, etc.

Note: Will total more than 100 percent as several activities may be performed at one time.

WORKING CONDITIONS:
Indoors and Outdoors: The worker is subject to both environmental conditions. Activities occur inside and outside.

PERFORMANCE RESPONSIBILITIES:
* Manifest a professional code of ethics and values.
* Respond to internal and external customers in a timely, accurate, courteous, and empathetic manner representing OCPS in a positive light.
* Models the routine, intentional and effective use of technology in daily work, including communications, organization, and management tasks.
* Pre-Meeting Support: Provide school board member with materials in advance of meetings.
* Meeting Preparation: Handle research, notes, and agenda review for meetings.
* School Board Member Representative and Liaison: Attend meetings and events on behalf of the school board member, acting as a knowledgeable and professional representative. Serve as a liaison between school board member, the community, and other governmental agencies.
* Materials Preparation: Create handouts, materials, databases for school board member’s use and presentations.
* Meeting Documentation: Attend school board meetings and compile and maintain comprehensive notes for future reference and follow-up.
* Interaction Tracking: Maintain records of staff and constituent interactions for follow-up.
* Technology Proficiency: Stay updated on current technologies used by OCPS through training.
* Information Hub: Serve as a central repository for essential information, including emails, research, and publicly accessible data.
* Email Management: Prioritize and organize the school board member’s emails to facilitate timely responses and actions.
* Communication Drafting: Create and edit communications, primarily emails but also letters, scripts, etc. on behalf of the school board member.
* Proofreading and Editing: Review newsletters and publications for accuracy.
* Professional Call Handling: Respond to calls on behalf of school board members, including those requiring legal input.
* Media Liaison: Manage media requests and assist with interview preparation.
* Action Response: Appropriately address calls for action from national and state associates.
* Incident Briefings: Analyze and summarize key incidents and events, providing briefings, as needed, to the board member.
* Critical Issue Communication: Keep school board members informed about critical department and district issues.
* Task Awareness: Stay informed about the school board member’s responsibilities to support efficient execution.
* Research and Best Practices: Keep abreast of relevant research, trends, and best practices.
* Research Coordination: Assist with research requests and coordinate information from past school board meetings.
* Information Sourcing: Develop a comprehensive understanding of the organization and staff roles to provide accurate information and responses.
* Research and Summarization: Conduct thorough research as directed by the school board member, summarizing findings effectively.
* Promptly respond to internal and external inquiries,
* Policy and Directive Queries: Address inquiries from the public and school board employees regarding policies and management directives.
* Professional Conduct: Demonstrate humility, respect, and discretion in politically charged settings and comply with all OCPS policies.
* Ethics: Adhere to a professional code of ethics
* Confidentiality and Judgment: Exercise sound judgment with sensitive or confidential information.
* Document Management: Maintain School Board member’s documents.
* Calendar Management: Maintain the school board members’ calendar, including scheduling meetings, appointments, and speaking engagements.
* Travel Coordination: Handle school board members’ travel arrangements.
* Interdepartmental Relations: Foster cooperative relationships with all district departments.
* Project Collaboration: Work with school board members on individual and group projects,
* Office Administration: May serve as an office administrator for classified staff.
* New Member Orientation: Assist in orienting new School Board members.
* Additional Duties: Perform other assigned responsibilities as directed by the supervisor.
* Follow the district’s policies and procedures as related to all HRMD guidelines, executive limitations, the district’s instructional initiatives, and the school district’s charter guidelines.
* Follow the district’s policies and procedures as related to fixed assets.
* Develop leadership in subordinates.
* Responsible for keeping up to date on current technology being used by OCPS. With the support of the district, attends training to ensure skill level in various technologies is at the level required to perform in current position.
* Responsible for maintaining timely and accurate information and accountable for the quality of information maintained by those they supervise.
* Responsible for self-development and keeping up to date on current research, trends and best practices relevant to the area of responsibility.

TERMS OF EMPLOYMENT:
Non-bargaining unit compensation plan, twelve months, 8.0 hours per day.

EVALUATION:
Performance of this job will be evaluated in accordance with provisions of the Board's policy.

10/29/2024