Administrative Support Specialist - CO

TITLE:                   Administrative Support Specialist - CO
JOB STATUS:       FLSA Overtime Eligible
REPORTS TO:      Deputy Superintendent 
DEPARTMENT:     Superintendent's Office
PAY RANGE:         Seven (7)

POSITION SUMMARY:  Provide administrative and project management support to the deputy superintendent and assist with district functions, tasks, and projects as needed.
 
JOB QUALIFICATIONS:

• A Bachelor's Degree or higher in related area, is preferred.
• At least five years of experience in school personnel support related work, is preferred.
• Demonstrated proficiency in using word processing and school software programs.
• Skilled at operating general office equipment.
• Ability to greet and interact with public, students, and school staff members courteously and appropriately by phone, email and in person.
• Ability to handle confidential matters, set priorities, work well under pressure with attention to detail.
• Strong written and oral communication skills.
• Such alternatives to the above qualifications as the Board of Education may find appropriate and acceptable. 
   

PUBLIC RECORDS AND RECORDS COMPLIANCE:

• Serve as a primary point of contact for public records requests in accordance with the Ohio Public Records Act.
• Receive, log, track, and process public records requests to ensure timely and compliant responses.
• Coordinate with district departments, including IT, legal counsel, and the Treasurer's Office, to gather records.
• Review records for completeness and assist in identifying confidential or exempt information for redaction.
• Maintain accurate documentation of requests, responses, timelines, and communications.
• Prepare records in appropriate formats (digital or physical) for release.
• Support compliance with district records retention schedules and policies.
• Assist in developing and maintaining procedures for efficient records management and response workflows.
• Provide courteous and professional communication to requestors and stakeholders.

• Maintains respect and security at all times relating to strict confidential matters regarding information to and from legal counsel, Board of Education, employees, evaluations, resumes, letters, checks, and collection of money.                                   

   

ESSENTIAL DUTIES:

• Support Deputy Superintendent in management of emails, parent communication, calendar, and other clerical tasks.
• Manage private provider requests, including credential auditing, compliance communication, administrative approval, and the notification of building staff.
• Oversee district-wide home education compliance by processing notifications, managing the student database, facilitating withdrawals, and maintaining up-to-date family resources and records.
• Maintains the Global Travel Program, including trip leader communication, handbook revisions, trip tracking, paperwork compliance, and scholarship processing and payments.
• Work with Public School Works and building administrators to facilitate safety compliance reporting, student accident reporting, bullying/student safety reporting, and student behavior reporting using Public School Works.
• Responsible for departmental budget/accounting functions, including requisitions,  purchase orders, invoice payment approval, budget monitoring, vendor contracts, stipend requests, and credit card reconciliation.
• Compile, proofread, and edit the weekly board report for the Department of Academics and Student Learning.
• Compile, proofread, and edit the weekly update for district administrators.
• Write and design publications from start to finish, using desktop publishing software,  including brochures, handbooks, directories, and reports, as well as presentation materials.
• Edit and update department website pages.
• Write BOE Memorandums for department business items that require board approval.
• Prepare, research, and organize documents for legal requirements and proceedings.
• Support hiring functions, including scheduling interviews, checking references, and processing paperwork.
• Register and make travel arrangements for the deputy superintendent to attend conferences and training programs.
• Remains free of any alcohol or nonprescription controlled substance and abuse of any prescribed controlled substance in the workplace throughout employment in the district.
• Exhibits professional behavior, emotional stability, and sound judgment.
• Serves as a role model for students in how to conduct themselves as citizens and as responsible and intelligent human beings.
• Understands the legal responsibility to help instill in students the belief in, and practice of, ethical principles and democratic values.
• Maintains confidentiality and respect for confidential information at all times.
• Other duties as assigned by the Superintendent or his/her designee. 
  
  TERMS OF EMPLOYMENT:  261 days (251 work days and 10 paid holidays); 8 hours per day, excluding lunch; number of days of vacation, holidays, and salary as determined by Negotiated Agreement.  Work year to be established by the Board.
   
  SALARY: starting hourly rate $29.65/HR - $31.19/HR
   
   
  The qualifications listed above are intended to represent the education, experience, skill and ability levels typically needed to successfully perform the essential duties contained in this job description.  The qualifications should not be viewed as individual absolute standards, but considered holistically with other position-related criteria.
   
  The Dublin City School District is an Equal Opportunity Employer and as such does not discriminate on the basis of race, color, sex, age, religion, national origin, ancestry, disability, veteran status, marital status, or any other status protected by law.