Administrative Assistant 2

Overview Hamilton County Schools, located in Chattanooga, TN, is working to ensure that all students thrive and experience a future without limits. We are committed to excellence for every student and are seeking outstanding leaders, teachers, support staff, and district employees who desire to make a difference in the lives of students. With nearly 75 schools, we are confident that you can find your place in Hamilton County. Learn more about working for Hamilton County Schools at careers.hcde.org and get to know us and our strategic plan, Opportunity 2030. The purpose of this position is to work independently to provide administrative office management support to managers/directors/schools in the school district. Responsibilities Acts in a professional, respectful, and welcoming manner at all times. Creates a customer-focused climate and provides quality services and support to school and other stakeholders. Handles person/customer complaints at the direction of the supervisor. Complies with applicable district, state, and federal codes, laws, rules, regulations, standards, policies and procedures. Works closely with the executive administrative assistants to ensure effective and timely communication among assigned departments/schools. Makes recommendations relating to office procedures and workflow to the executive administrative assistants. Evaluates effectiveness of operations and projects in assigned areas; identifies and recommends improvements or enhancements. Reviews departmental expenditures to ensure compliance with purchasing guidelines and with approved budget; reviews invoices for accuracy and researches discrepancies; ensures expenditures are charged to proper accounts; approves invoices for payment and/or directs to appropriate personnel for approval; reviews weekly departmental/school accounting reports and follows up with departments/schools on open purchase orders. Evaluates excessive costs; summarizes yearly financial data; assists with preparation of annual budgets for operating budget. Prepares or completes various forms, reports, correspondence, charts, tables, graphs and other documents. Is able to summarize reports in an articulate manner and utilize an appropriate visual representation for communication to various audiences. Serves as a liaison between departments to organize, disseminate, and upload federal and state documents in digital platforms relevant to department. Works in multiple digital platforms. Ability to obtain an in-depth knowledge of platforms to manage digital records and assist general users in successful use. Maintains a working knowledge of assigned area in order to communicate with employees, administrators, Board attorney, parents, elected officials, and others outside the school district in a way that promotes a positive image of the Hamilton County Department of Education. Acts in a professional, respectful, and welcoming manner at all times. Answers telephone calls and greets visitors in a timely fashion; ascertains nature of business, directs callers/visitors to appropriate personnel, and records/relays messages; retrieves messages from voice mail; initiates and returns calls as necessary. Draft letters and correspondence at the direction of Supervisor. Performs customer service functions regarding school programs, services, activities, procedures, forms, fees, or other issues; responds to routine questions/complaints and initiates problem resolution. Performs a wide range of office management functions and assists supervisor in coordinating district-wide operations/functions in assigned areas. For example, assists in organizing district-wide functions such as Speak-Out, SCOPE, and Superintendent’s Honors Banquet, and graduation. Uses technology to maintain spreadsheets, grants, and initiatives. Produces a variety of reports using data/information in spreadsheets. Coordinates calendar, travel arrangements, accommodations, conference/seminar registrations, or other travel-related plans for department staff. Communicates through the proper channels to keep supervisor and other appropriate personnel informed of impending problems or events of unusual nature. Follows established procedures for ensuring assigned areas are safe. Works collaboratively with board members, elected officials, parents, Central office and school administration, principals, secretaries, staff, and other stakeholders. Attends work and arrives to work on time. Maintains confidentiality. Adheres to the Teacher Code of Ethics as defined by Tennessee Law. Attends meetings/trainings as needed. Perform general/clerical tasks, which may include answering telephone calls, typing documents, making copies, sending/receiving faxes, filing documentation both digitally and paper copy, processing incoming/outgoing mail, or running errands. Monitors and updates departmental calendars for all applicable due dates and notices. Operates a computer to enter, retrieve, review or modify data; verifies accuracy of entered data and makes corrections; operates general office/school equipment. Monitors inventory of equipment and supplies; ensures availability of adequate materials to conduct work activities; initiates requests for new/replacement materials. May operate a motor vehicle to conduct various work activities. Sorts, organizes, and distributes mail/correspondence. Updates Hamilton County Department of Education website with current information. Creates and distributes weekly newsletter if required. Performs other duties as assigned. Qualifications Knowledge/Education/Experience: High school diploma or GED required; college-level coursework or vocational training in office administration, basic bookkeeping, and personal computer operations preferred; four (4) years previous experience and/or training that includes office administration, project management, budget administration, personal computer operations bookkeeping, and payroll (preferably in a school environment); or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. May require possession and maintenance of valid driver’s license and Appointment of Notary Public certification. Skills/Qualifications: Ability to prioritize job tasks. Excellent professional judgement. Ability to perform addition, subtraction, multiplication, and division. Ability to calculate decimals and percentages. Ability to communicate effectively verbally and in writing. Ability to use technology to create presentations/reports, and maintain a variety of spreadsheets. Superior knowledge of Microsoft Office applications including Word, Excel, PowerPoint, and Outlook as well as Google Docs, and other Google applications. Solution minded and has the ability to problem solve. Compensation: Salary is based on a combination of relevant education and experience. Grade F Salary Scale #J-18808-Ljbffr