Secretary to Director of Public Information; Office Clerk III

Secretary to the Director of Public Information

Performs a wide variety of clerical duties. Work requires an understanding of department/district methods and procedures. Provide administrative support to Public Information Director, West Irondequoit Foundation (WIF) and West Irondequoit Alumni Association (WIAA). Interact with district-wide faculty, staff, administrators, students, parents/guardians, community members, government officials, visitors, vendors, outside agencies, local media, Board of Education, WIAA, WIF via phone, e-mail, written communication, and in person.

Arrange various community events such as the annual Senior Citizen Dinner Theatre. Maintain electronic and paper files. Distribute publications & communications to district-wide staff and community. Maintain district website, providing technical support to staff throughout the district. Utilize Microsoft Office and Adobe products extensively, including but not limited to Word, Excel, Access, Photoshop, Acrobat and InDesign. Work with internal general ledger system to process purchase orders and process payments.

Order and purchase supplies for office and special events. As needed, schedule meetings and reserve rooms in various buildings using various online calendar software. Provide support to the district receptionist for lunches and appointments. Assist Public Information Director in contacting media and families for school closings and emergencies. Oversee electronic messaging system including sending messages/calls/emails and assisting schools in troubleshooting issues.

Review Daily Record newspaper and send letters to new residents. Maintain Access database of Gold Card Senior Citizens and work with Community Education department to maintain list. Proofread materials for Public Information Director and other staff members. Work with Public Information Director and vendors to plan the timing of district publications, which would include preparing detailed estimates requests, and working with the vendor chosen to have the publications printed and mailed and delivered to district office in a timely manner.

Attend evening meetings and functions as requested and complete off-campus errands. Complete other duties as assigned. (Additional duties to support other departments as assigned and/or as needed) WIF (West Irondequoit Foundation) Prepare mailing lists for annual fundraising campaign. Type and mail merge letters for preferred donor list and prepare for signatures of WIF Board. Interact with mailing house for mass mailing of remainder of donors and district families.

Transfer data to Excel and provide WIF board with breakdowns and totals as requested. Send out personalized thank you letters to donors. Record incoming donations/requests for courtyard bricks. Maintain database of brick requests. Send acknowledgement of order to requestors. Order bricks once a year and coordinate delivery and installation. Take pictures of bricks and send email to requestors. Assist Public Information Director and WIF board with annual fundraising events such as the Cornhole Tournament.

Coordinate monthly distribution of meeting agenda and minutes. Complete various requests of administrative assistance throughout year from WIF Board. Attend meetings as needed. Store and monitor miscellaneous supplies. WIAA (West Irondequoit Alumni Association) Maintain WIAA internal database, website database, and paper files. Receive alumni registration information from district website and update internal database. Record incoming donations and send out thank you notes.

Interact in person, via phone and e-mail with alumni and families of alumni. Prepare class lists and labels for reunion committees. Interact and collaborate with reunion committees for retrieval of updated alumni information. Track and document reunion information for each reunion committee. Coordinate on campus reunion activities.