Job Title: Administrative Assistant to Chief Communications Officer
Reports to: Chief Communications Officer
Wage/Hour Status: None Exempt
Dept. /School: Communications
Pay Grade: Clerical Pay Grade 8
Days: 227
Primary Purpose:
To promote positive public relations between the school district and the community; to assist in effectively
informing the public of the district’s needs and achievements; to assist in distributing pertinent information about the district and its activities to employees and the media; assist the Chief Communications Officer in day-to-day operations of the Communications Department; perform such other duties as may be assigned or as may be necessary for job effectiveness; handle confidential information and engage in frequent contact with all levels of district employees, outside agencies, and the public.
Qualifications:
High school diploma; strong computer and phone skills; ability to make independent decisions regarding planning, organizing, and scheduling; ability to multi-task numerous complex administrative activities. Fluency in Spanish a plus, not required.
Minimum of 5 years of advanced secretarial experience with extensive contact with people
Special Knowledge/Skills:
Knowledge of school district organization, operations, and administrative policies
Ability to write and edit text
Excellent public relations, organization, communication, and interpersonal skills
Major Responsibilities and Duties:
- Serve as secretary; preparing correspondence, forms, manuals, reports, presentations, and other documents
- Schedule appointments and maintain calendars
- Set up meetings including reserving the venue, preparing materials, and arranging for refreshments/catering as needed
- Make travel arrangements including making hotel reservations and turning in conference registration forms
- Keep employee general records
- Manage department budget accounts; reconcile accounts monthly
- Compose and maintain filing system
- Assist in production and distribution of press releases, newsletters, internal publications and other materials as required
- Assist with media inquiries
- Maintain current media list
- Assist in production of book planning calendars
- Typeset business cards for District employees
- Assist in taking pictures of and reporting on special District events
- Assist in planning and execution of annual events including Convocation, 1st Day of School, Principals Month, United Way Campaign, School Board Recognition Month, Awards for Excellence banquet, Outstanding Teacher dinner.
- Coordinate flag pledgers and special presentations for each Regular School Board Meeting
- Assist with Open Records Requests
- Answer inquiries made through the ECISD (Ector County Independent School District) Help Line
- Maintain and organize historical documents and pictures
- Coordinate Thanksgiving luncheon and Christmas goody days
Other
Comply with policies established by federal and state laws and regulations, and local board policy.
Maintain confidentiality.
Follow district safety protocols and emergency procedures.
Working Conditions:
Mental Demands/Physical Demands/Environmental Factors:
Maintain emotional control under stress. Frequent districtwide travel; occasional prolonged or irregular hours. Standard office equipment including personal computer and peripherals. Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting. Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching. Occasional light lifting and carrying (less than 15 pounds).
May work prolonged or irregular hours; occasional districtwide travel. Work with frequent interruptions.
The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required. I have read, understand and attest to the above description and funding relating to my daily activities.
Signature____________________________________Date_____________
|