Administrative Assistant I - Academies and Career and Technical Education
License and Certification Qualifications: None required.
Education Qaulifications: High school diploma or equivalent required. Bachelor's degree in related field preferred.
Experience Qualifications: Three years secretarial/administrative or equivalent acceptable experience required.
Skills Qualifications: Ability to coordinate multiple tasks and priorities; excellent communication skills; excellent human relation skills; ability to maintain strict confidentiality of information and loyalty to the position of support; demonstrated knowledge and skills with computer software, particularly the Microsoft Office Suite, Lotus Notes, and student information systems; strong spelling, grammar, and proofing skills; ability to follow specific verbal and written instructions; ability to prepare reports and draft professional business correspondence; ability to respond to inquiries and requests from internal and external customers; ability to manage multiple budgets; ability to act as a representative of Gwinnett County Public Schools; and ability to work across functional boundaries and interact with employees at all levels of the organization.
Primary Responsibilities: Provide administrative support to the Executive Director of Academies, Career and Technical Education and assist with functions and activities associated within the department.
1. Perform department administrative duties.
a. Align priorities with those of the Executive Director of Academies, Career and Technical Education.
b. Facilitate written and verbal communication, manage multitasking effectively, and assure that timeliness and priorities are met and completed.
2. Arrange meetings, maintain calendars, develop minutes of meetings, schedule meeting places, arrange for out of town meetings, prepare
follow-up correspondence, and evaluate summaries of information and data according to time frames.
3. Develop and maintain an effective cooperative partnership with other departments, staff members, and advisory groups.
a. Ensure the Executive Director of Academies, Career and Technical Education is informed at all times about issues and timeliness.
4. Support the Executive Director of Academies, Career and Technical Education by organizing incoming mail and correspondence, telephone communication, and
a. Handle routine matters while supervisor is away from the office.
b. Route telephone calls to the Academies and Career and Technical Education Office to the appropriate coordinator for expedited handling.
5. Maintain an effective, friendly, positive, and efficient office environment.
a. Transform rough draft materials into high quality documents.
b. Monitor materials and products of the office to ensure they are of the highest quality to be issued to the public and customers.
6. Manage local and grant budgets.
a. Ensure that all claims for reimbursement are accurate and legitimate.
b. Communicate with local school bookkeepers and business and finance contacts to ensure compliance with local, state, and federal guidelines and processes.
7. Manage staff development processes for the Academies and Career and Technical Education Office.
a. Work with staff development leads to create and enter course descriptions, dates, and locations.
b. Complete entries for assignments of Professional Learning Units (PLU's) and stipend payments as assigned by supervisor.
8. Maintain office project lists and monitor department assignments, timeliness, and annual schedules requested by the district.
9. Communicate with all parties in a businesslike, courteous, and efficient manner.
a. Represent the office professionally in all aspects of communication.
b. Help cultivate a responsive and customer-centered climate.
c. Seek ways to be responsive to the needs of staff.
d. Handle internal and external customers graciously and effectively.
e. Route incoming and outgoing correspondence accurately.
10. Assist with new projects as assigned.
11. Perform other duties as assigned.