Administrative Assistant IV - Deputy Superintendent

About the Role

Provide multi-faceted administrative support and assistance to executives. Use discretion, judgment, and knowledge of the organization to facilitate the Deputy Superintendent's activities and maintain confidentiality. Handle a wide range of administrative and support tasks, independently initiate and implement processes to manage projects and information, and develop positive and strategic relationships at all levels of the organization.

Responsibilities

• 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.
• 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.
• Organize and maintain division office software and reference materials efficiently.
• Handle all travel arrangements, documentation, and back-up support associated with the Deputy Superintendent's participation in various meetings, conferences, and workshops.
• Perform and assist with divisional financial and accounting duties, including maintaining purchasing card activity, inventory, and other records accurately and timely.
• 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 the 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.
• Handle confidential and sensitive information with the highest level of discretion and professionalism.
• Support and promote the Board's beliefs and commitments and the vision, mission, and goals of the district.
• Cooperate with and maintain a positive relationship with other school system employees across divisions.
• Perform other duties as assigned.

Requirements

• Associate's Degree in a related field (Required). Bachelor's Degree in a related field (Preferred).
• 10 years of administrative assistant or equivalent acceptable experience (Required).
• Experience in a K-12 school system (Preferred).

Skills

• 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 scan documents for editing and read-only.
• 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.
• Technology skills including word processing, presentations, graphics, and spreadsheets with experience using Lotus Notes, PeopleSoft, eBoard Docs, and Microsoft Office Suite (preferred).
• Serve as a backup to the Executive Assistant - Superintendent.

Physical and Environmental Requirements

• Frequently required to sit for extended periods of time.
• Required to talk, hear, stand, and walk.
• May be required to use hands to touch, handle, feel, and/or reach.
• Occasionally required to stoop, kneel, or crouch.
• Must occasionally lift and/or move up to 25 pounds.
• Specific vision abilities required include close vision, distance vision, color vision, depth perception, and ability to adjust focus.
• Required to operate a motor vehicle in performance of duties.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.