Communication Administrative Assistant

Public School of North Carolina•Smithfield, NC

48d

About The Position

POSITION: Communication Administrative Assistant LOCATION: West Campus Building - Communications Office SALARY: Grade 66 TERM OF EMPLOYMENT: 12 Months REPORTS TO: Chief Communications Officer

Requirements

High school diploma or GED from regionally or nationally accredited institutions.
Minimum of 3 years of related experience.
Knowledge and ability to use grammar, spelling, and punctuation
Ability to type and operate office equipment with accuracy
Proficient in technology skills using Google and Microsoft Office, and have a thorough knowledge of Google Sheets, Forms, Spreadsheets, and Docs.
Proficient in digital filing.
Ability to communicate effectively orally and in writing.
Detail-oriented and accurate.
Ability to work independently and as part of a team.
Strong organizational and time-management skills.
Ability to prioritize and manage multiple tasks.
Must be able to physically perform the basic life operational functions of fingering, grasping, kneeling, sitting, walking, stooping, reaching, lifting, pushing, pulling, talking, seeing, hearing, and repetitive motion.
Must be able to use a variety of automated office equipment such as computers, copiers, etc.

Nice To Haves

Associate's degree in related areas preferred.
Experience in office management is preferred.
Ability to learn and maintain a familiarity with digital communication tools and software (e.g., Apptegy, Website, Droplet, Social Media Platforms, etc.) is a plus.

Responsibilities

Provide administrative support for the Communications team.
Work closely with Communications team members, central office staff, and district staff.
Communicate effectively on the telephone and in person with vendors who have concerns regarding invoicing, payments, and project status as needed.
Assist in scheduling and coordinating meetings, including preparing agendas and taking meeting notes.
Assist in the preparation and processing of contracts.
Manage electronic and physical filing systems.
Distribute project-related information to relevant parties.
Assist in bid solicitations, ex. tracking questions, vendor outreach, issuing addendums, and collaborating with JCPS Finance on contract execution for communications.
Assist in developing and maintaining strategic internal and external communication practices.
Maintain accurate and organized project documentation, including contracts, submittals, RFIs (Requests for Information), meeting minutes, and daily reports.
Assist in monitoring project budgets and expenses.
Assist with the preparation of presentations and reports.
Process payroll for all employees.
Process leave, travel reimbursement requests, and mileage requests for assigned staff.
Process and manage P-card transactions for assigned staff.
Gather and process agenda items for monthly Board meetings.
Gather and process agenda items and other information for weekly Cabinet meetings and other district-wide meetings.
Assist with the management and monitoring of budgets.
Enter requisitions to obtain purchase orders, process budget transfer requests, and submit invoices into finance software.
Occasionally assist with website input and updates.
Perform other duties and accept responsibilities as assigned.
Work occasional nights and weekends as events and projects may require.
The employee's final job duties are subject to change at any time due to the discretion of the supervisors.