Administrative Assistant to the Chief Communications Officer

Administrative Assistant to the Chief Communications Officer

Provide administrative support to the Chief Communications Officer and other professional staff assigned to the Communications Department. May assist other departments within the Educational Service Center (ESC) as assigned.

High school diploma, general education degree (GED), or equivalent; previous experience working as an administrative assistant and/or in a business office is preferred.

Essential Duties and Responsibilities

• Answers the main phone line and routes callers to the appropriate extensions throughout the school district.
• Positively and professionally greets, screens and assists visitors.
• Performs general office duties including record keeping and data entry.
• Facilitates the district's volunteer approval process, including coordinating all volunteer background check forms, producing/distributing volunteer cards for all approved individuals, and providing each building with current volunteer lists.
• Assists the Chief Communications Officer in the District's annual policy review process, including recording all policy revisions, producing final copies for Board review, and maintaining all of the policies online.
• Creates and orders business cards for district personnel.
• Proofreads communications materials, including magazines, flyers, advertisements, etc.
• Facilitates annual update of Elementary and District-Wide Handbooks
• Facilitates the ordering and inventory of student recognition stars, employee recognition trophies, and service milestones and retirement gifts
• Handles confidential materials related to employee years of service and recognition.
• Builds and maintains relationships with businesses offering employee discounts.
• Update and maintain the discounts on district website
• Places office supply orders and processes coding for the department
• Maintains the online calendar of district events
• Coordinates catering for district recognition events
• Coordinates travel and conference arrangements for supervisor
• Maintains files and records for the supervisor as needed
• Updates and maintains the ESC meeting room calendar and signs
• Maintains the ESC phone lists and parking map
• Maintains the district resident mailing list
• Serves as liaison to the Omni Centre for maintenance needs and security access cards
• Manages the calendar for team meetings
• Runs errands or makes school deliveries on an occasional basis
• Processes requests for student transcripts and school driving permits
• Maintains staff directory on District website
• Assists with district mailroom and copy center duties, including copying, collating, binding, laminating, mailing, and other copy center/mailroom functions.