Administrative Assistant III - Communications and Community Engagement

License and Certification Qualifications:

• None Required

Education Qualifications:

• H.S. Diploma or General Education Degree or equivalent Required
• Bachelor's Degree in related field Preferred

Experience Qualifications:

• 10+ years secretarial or administrative or equivalent acceptable experience Required
• Experience in a K-12 school system Preferred
• Previous experience with executive support, communications, project management, operations and planning Preferred

Skills Qualifications:

• Ability to type and perform clerical duties with a high rate of speed and accuracy
• Demonstrated excellent communication skills with the ability to effectively interact with individuals at all levels of the organization
• Demonstrated skills in organization and problem solving
• Ability to follow oral and written instructions quickly and accurately
• Ability to detect and correct errors in standard English language usage
• Ability to record and issue minutes of meeting by shorthand and/or computer
• Strong calculator and mathematics skills
• Excellent telephone and public relations skills
• Experience scanning documents for editing and read-only
• Experience in the use of PeopleSoft and BoardDocs software
• Experience in event planning and management
• Ability to manage several large projects at any given time
• Knowledge of state and local governmental operations
• Proficiency in using MS Office Suite (Outlook, Word, Excel, PowerPoint, OneNote) and other district platforms
• Excellent project leadership skills and can keep track of deadlines and deliverables associated with multiple workstreams
• Ability to prepare reports and draft professional business correspondence
• Ability to work under pressure with little or no supervision to handle multiple tasks, as well as demonstrate accuracy and attention to detail
• Ability to handle sensitive data with discretion and confidentiality
• Forward-thinker, who actively seeks opportunities and proposes solutions

Primary Responsibilities:

Provide executive administrative support to the Chief Engagement Officer.

 

• Perform general administrative assistant duties.
  • Draft, take, and transcribe dictation of various types including, but not limited to, letters, memos, reports, and minutes of meetings.
  • Manage executive's calendar and conserve executive's time by using discretion in setting up and accepting appointments; gather pre-reads and background information when appropriate.
  • Prepare various reports, work orders, e-mail notifications, and purchase orders as needed to maintain the efficient and effective operations of the office.
  • Ensure that correspondence and other documentation sent from the office conforms to standard English usage.
  • Reserve conference rooms and coordinate with appropriate departments for room setups, audio-visual needs, security, catering, etc.
  • Develop spreadsheets, graphs, charts, and presentation documents.
  • Organize and maintain the files and records for the Office of the Chief Engagement Officer.
  • Handle telephone calls to the Office of the Chief Engagement Officer, providing assistance/ information to callers or routing calls to others as appropriate, or accurately capturing information for call-back.
  • Provide reliable back-up telephone coverage for designated staff in the CEO/Superintendent's Office.
  • Utilize office machines/technology to ensure efficient and effective operations for the office.
  • Order office supplies as requested for the Engagement Office and ensure needed supplies are in stock for ready access.
• Perform general financial and accounting duties.
  • Maintain the annual budget for the Engagement Office and assist in its preparation annually.
  • Maintain ledgers, books, and other financial records accurately and in a timely manner.
  • Manage expense reporting and purchasing.
  • Manage third-party subscriptions and resources, including renewals and memberships.
  • Calculate and prepare reports related to financial accounting, inventory, or other records.
• Support the effective and efficient operation of activities conducted by the Engagement Office.
  • Coordinate all the logistical arrangements for meetings (other than Board meetings) critical to the Engagement Office, including the Superintendent's Student Advisory Council, Local School Administrators Association, Superintendent's Business Leaders Council, Teachers' Advisory Council, Principal for a Day activities, and other meetings as needed.
  • Assist the Chief Engagement Officer in providing coordination and liaison services with such key community groups as the Gwinnett County Board of Commissioners, Gwinnett County Council of PTAs, the Gwinnett Chamber of Commerce, and others.
  • Provide support in advance of and during the annual series of Area Board Meetings.
• Contribute to a productive, collaborative, efficient, and effective working environment in the Engagement Office.
  • Communicate with all internal and external audiences in a businesslike, courteous, efficient, and customer focused manner.
  • Cooperate with and maintain a positive working relationship with other employees in the Engagement Office.
  • Collaborate with peer Executive Committee administrative assistants on an ongoing basis to align strategies, improve processes and foster a sense of community.
  • Maintain the highest standards of integrity, confidentiality, reliability, and professionalism in carrying out all job responsibilities.
  • Route incoming and outgoing correspondence accurately.
• Assist with new projects as assigned.
• Perform other duties as assigned.

Physical Demands:
While performing the duties of this job, the employee is frequently required to sit for extended periods of time. The employee is also required to talk, hear, stand, and walk. The employee may be required to use hands to touch, handle, feel, and/or reach. The employee is occasionally required to stoop, kneel, or crouch. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception, and ability to adjust focus. The employee is required to operate a motor vehicle in performance of duties. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.