Administrative Assistant III - Communications and Community Engagement

License and Certification

Qualifications:

• None Required

• H.S. Diploma or General Education Degree or equivalent Required
• Bachelors Degree in related field Preferred

• 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

• 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 People Soft and Board Docs 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, One Note) and other district platforms
• Excellent project leadership skills and can keep track of deadlines and deliverables associated with multiple work streams
• 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

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 executives calendar and conserve executives 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/Superintendents 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 Superintendents Student Advisory Council, Local School Administrators Association, Superintendents 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…