POSITION SUMMARY:
The Data Clerk III for
the Research and Evaluation Office within the Department of Testing, Research
and Evaluation provides data management, budget monitoring, document and report
preparation, records/files maintenance, travel logistics, procurement, and/or
other related administrative activities.
A major function is performing difficult clerical work involving various
technology applications, reporting and filing of important records necessary to
carry out the work of the Research and Evaluation Office.
DUTIES and RESPONSIBILITIES: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
Receives
and examines all requests to conduct external research within PGCPS; processes
requests and routes applications for review; communicates directly with
applicants on the status of applications; communicates with other units within
PGCPS regarding research requests;
Manages
and updates the Research and Evaluation website;
Executes
dissemination plan for Research and Evaluation publications;
Maintains
office files and supplies, prepares purchase orders and disbursement
authorizations; monitors budget expenditures and provides monthly reporting;
confers with supervisor about the status of accounts and initiates reallocation
of funds as instructed; gathers and compiles information for, and assists in
preparing the annual budget request;
Determines
disposition of incoming mail and e-mail; prepares standard letters,
inter-office forms, requisitions and drafts replies to correspondence from
general instructions, administrative notes, and prior experience with the
subject;
Reviews
correspondence, reports and other papers as prepared for supervisor’s signature
to assure conformance with administrative instructions and requirements;
Answers
telephone calls from the public and from school personnel; explains policies
and procedures; provides technical guidance; arranges appointments and/or
initiates other responsive action as appropriate;
Maintains office calendars;
Follows
up on work in process to ensure timely reply or action; and,
Performs other duties as assigned.
QUALIFICATIONS:The requirements listed below are representative of the knowledge, skill, and/or ability required.
Demonstrate
experience in analyzing numbers, working quickly and accurately;
Familiarity
with research and evaluation standards as they pertain to K through 12 public
education;
Ability
to give high attention to details, multi-task, organize and prioritize within a
fast-paced environment;
Ability
to rapidly acquire knowledge of new technology, including social media and
internet;
Possess
good knowledge of policies, regulations, procedures, and functions of the
activity to which assigned or ability to rapidly acquire such knowledge;
Ability
to exercise good judgment in applying wide range of operating procedures and
policies;
Ability
to work under pressure and make decisions in accordance with laws, ordinances,
regulations and established procedures;
Ability
to meet top level officials and others with tact and diplomacy, and able to get
along well with others and establish effective working relations;
Possess
advanced knowledge of Microsoft Word, Excel, and PowerPoint;
Must
be results oriented with a strong sense of urgency; and
Must
be a self-starter, able to work well independently, with limited supervision,
and able to maintain confidential information.
EDUCATION and/or EXPERIENCE REQUIREMENTS:
High
School diploma required. Associate’s
degree from an accredited college or university preferred with at least three
(3) years of administrative assistant experience; or
any equivalent combination of experience and training, which provides the
required knowledge, skills, and abilities.
CERTIFICATION REQUIREMENTS:
None Required.
SUPERVISORY RESPONSIBILITIES:
No direct supervisory responsibilities.
PHYSICAL DEMANDS:
The physical demands 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 frequently required to stand, talk, hear, walk, sit, and use fingers, tools or controls. The employee is occasionally required to reach with hands and arms and stoop, kneel, crouch, or crawl. Specific vision abilities required by this job include close vision such as to read handwritten or typed material, the ability to adjust focus, and depth perception. While performing the duties of this job, the employee may occasionally push or lift up to 25 lbs.
WORKING ENVIRONMENT:
The work environment characteristics are representative of those an employee encounters while performing the essential functions of the job.
ADDITIONAL INFORMATION:
None.