Secretary IV - Communications

Secretary IV Communications

To provide executive-level administrative and operational support to the Executive Director for Communications & Marketing and assist with the efficient operation of the Communications Services Department so that department goals and initiatives are carried out effectively and efficiently.

Essential duties and responsibilities include the following:

• Provides executive-level administrative and operational support to the Executive Director for Communications & Marketing and assists with the day-to-day operations of the Communications Services Department.
• Maintains calendars, schedules appointments, coordinates meetings and conferences, prepares meeting materials, and manages invitations for district and external events.
• Prepares and maintains correspondence, reports, presentations, and other documents as instructed.
• Maintains confidential records, correspondence, personnel information, and department documents, exercising discretion and sound judgment in handling sensitive matters.
• Serves as the primary point of contact for the Communications Services Department by managing department phone lines, email inboxes, BAT calls, visitor inquiries, and directing requests to appropriate staff.
• Compiles and distributes regular internal communications to district staff.
• Assists with proofreading and quality control of public-facing communications materials to ensure accuracy, clarity, consistency, and adherence to district standards.
• Oversees the posting and distribution of non-school literature submitted by non-district organizations in accordance with district procedures.
• Collaborates with district departments to secure advertising and communication support for required annual postings and notices.
• Coordinates the inventory, storage, and distribution of district publications, promotional materials, and other department collateral to campuses and departments.
• Coordinates administrative and logistical support for district-level events, community engagement activities, press conferences, ceremonies, and special projects.
• Maintains department records, forms, databases, distribution lists, and reports used to support department operations and measure program effectiveness.
• Oversees the hiring and administrative support of student workers, including processing employment paperwork, maintaining schedules, and submitting time records.
• Tracks and confirms employee leave requests and time approvals through the district timekeeping system.
• Maintains financial records and supports department budget management, including purchase orders, travel documentation, reimbursements, leave requests, and expenditure tracking.
• Initiates, tracks, and maintains department contracts, memorandums of understanding, service agreements, and other required documentation.
• Maintains department inventories of supplies, promotional materials, giveaway items, and equipment, including ordering, distribution, tracking, and checkout procedures.
• Serves as Blackboard and district mobile app troubleshooting support and assists users as needed.
• Utilizes office technology and automation tools to complete tasks and improve operational efficiency.
• Interacts professionally and appropriately with district staff, parents, community members, media representatives, and the general public in person, by telephone, and through electronic communication.
• Advises the Executive Director for Communications & Marketing immediately of any issue deemed to warrant prompt attention.
• Determines priorities and initiates routine reports and projects based on established procedures to ensure timely completion of assigned responsibilities.
• Performs other duties as assigned by the Executive Director for Communications & Marketing.

This job has no supervisory responsibilities.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Preferred:
Experience supporting communications, marketing, public relations, or executive-level administrative functions. Experience with Canva and Microsoft Office Suite.

Education and/or

Exper…