Administrative Assistant IV - Deputy Superintendent

Administrative Assistant

Primary Responsibility:
Provide multi-faceted administrative support and assistance to executives. Uses discretion, judgment, and knowledge of the organization to facilitate the Deputy Superintendent's activities and maintain confidentiality. Handles a wide range of administrative and support tasks, and independently initiates and implements processes to manage projects and information. Conducts research and information gathering on behalf of the Deputy Superintendent and prepares summaries and reports.

Develops positive and strategic relationships at all levels of the organization.

Job Qualifications:

License and Certifications None (Required) Education Associate's Degree in related field (Required) Bachelor's Degree in related field (Preferred) Knowledge, Skills, and Abilities Ability to type and perform clerical duties with a high rate of speed and accuracy Demonstrated skills in oral and written communication Demonstrated skills in organization and problem solving Strong budgeting skills 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 meeting minutes Exceptional calendar and file management skills Excellent telephone and public relations skills Ability to manage several large projects at any given time Knowledge of state and local governmental operations Ability to analyze existing processes and identify areas for improvement Ability to act as a representative of Gwinnett County Public Schools Ability to work across functional boundaries and interact with employees at all levels of the organization required Technology skills including word processing, presentations, graphics, and spreadsheets with experience using Lotus Notes, People Soft, eBoard Docs, and Microsoft Office Suite preferred Serve as a backup to the Executive Assistant - Superintendent Work Experience 10 years administrative assistant or equivalent acceptable experience (Required) Experience in a K-12 school system (Preferred)

Essential Job Duties Perform general administrative duties for the Office of Superintendent and Deputy Superintendent. Take and transcribe dictation of various types including, but not limited to, letters, memos, reports, and minutes of meetings. Maintain, manage, and communicate the calendar of the Deputy Superintendent schedule appointments, and coordinate meetings, ensuring optimal time management and efficient use of resources. Prioritize and screen incoming communications, including emails, phone calls, and visitors, and provide timely responses or redirect to appropriate staff as necessary.

Prepare and review various documents, presentations, and reports for accuracy and consistency, including minutes, reports, work orders, memoranda, and purchase orders as needed to maintain the efficient and effective operation of the office to which assigned. Develop spreadsheets, graphs, charts, and presentation documents. Ensure the appropriate and timely response to requests and correspondence. Provide administrative assistance as needed to support effective operations of the Office of Superintendent and Deputy Superintendent.

Organize and efficiently maintain the files and records of the office. Operate and maintain various office machines including, but not limited to, copiers, scanners, and computers, as needed to ensure efficient and effective office operations. Organize and maintain division office software and reference materials efficiently. Handle all travel arrangements, documentation, and back-up support associated with the Deputy Superintendent participation in various meetings, conferences, and workshops locally and elsewhere.

Perform and assist with divisional financial and accounting duties. Maintain purchasing card activity, inventory, and other records accurately and timely as assigned. Calculate and prepare reports for accounting, inventory, or other records as assigned. Maintain accurate and up-to-date records, databases, and filing systems ensuring easy retrieval and confidentiality of sensitive information. Communicate with all customers both internal and external in a businesslike, courteous, and efficient manner.

Act as a liaison between the Deputy Superintendent and internal and external stakeholders, conveying information accurately and professionally both in person and over telephone. Develop and maintain an effective partnership across divisions as needed. Ensure that correspondence and other documentation sent from the office conforms to standard English usage. Utilize telecommunication equipment courteously in the efficient operation of the office.

Route incoming and outgoing correspondence accurately. Draft, proofread, and edit correspondence, memos, and announcements on behalf of the Deputy Superintendent. Collaborate with department heads, academic teams, and other administrative staff to facilitate effective communication and information flow.…