Communications & Technology Executive Assistant

New Braunfels•New Braunfels, TX

About The Position

Primary Purpose: Under moderate supervision organized and manage the routine work activities of the Communications and Technology Department and provide clerical support to the Chief Communications and Technology Officer, Executive Director of Communications and Communications and Technology Project Manager and other staff members. The position involves handling confidential information and frequent contact with district employees and the news media. Qualifications: Education/Certification: High School diploma or GED Special Knowledge/Skills: Proficient skills in keyboarding, data entry, word processing, mail merging and file maintenance Ability to use Microsoft Office Suite of programs and Adobe Acrobat Knowledge of correct English usage, grammar, spelling, and punctuation Ability to prioritize workflow to address the multiple needs of the supervisor or the department Ability to multi-task numerous complex administrative activities Excellent customer service, organizational, communication and interpersonal skills Knowledge of photo editing and basic graphic design is preferred Basic Math skills Ability to read and interpret instructional manuals for software and hardware Excellent telephone and communication skills Minimum Experience: 3-5 years secretarial experience Major Responsibilities and Duties: Compile pertinent data as needed when preparing various state and local grants and reports. Maintain physical and electronic departmental files. Communicate with campus staff with regard to specific campus needs and/or problems. Attend meetings and record minutes for distribution. Gather information about appropriate instructional technology materials and disseminate to teachers, principals, and librarians. Register participants in the New Braunfels ISD staff development courses. Receive, sort, and distribute mail and other documents to department staff. Respond positively to community members, teachers, and administrators with questions about technology and communications. Prepare, process, and track all purchase orders and payment authorizations. Maintain accurate records of all purchases including balances of accounts, documentation of ordering, shipping and receiving dates, and inventory and warranty information. Serve as a positive public relations advocate for the use of technology in the classroom and in the workplace. Help coordinate the efforts and calendars of all members of the technology department. Responsible for department employee time clock and for calculating and submitting hours for payment. Exhibit behavior that is professional, ethical and responsible. Demonstrate sound judgment in disseminating information and maintaining confidentiality at all times. Prepare correspondence, forms, reports, manuals, and presentations for the department head and other department staff members including e-rate and grant reports. Compile, maintain, and file all reports, records, and other documents as required. Assist with preparation and production of publications and mailings produced by the department. Perform routine bookkeeping tasks and maintain department budget records. Prepare and process department purchase orders. Oversee invoicing and collections for district marketing and business partnership programs. Oversee Community Education programming, vendors, and registrations Assist in the planning and coordination of special events and recognition programs. Assist in responding and managing Public Information Act requests. Coordinates responses to inquiries from the media, the general public, new residents and all other stakeholders. Assist in the coordination of marketing opportunities for third-party vendors and nonprofit organizations to include flyer distribution, e-blasts and advertising. Answer and respond to incoming calls, take reliable messages, and route to appropriate staff. Make meeting arrangements for department activities including preparing materials, scheduling and setting up facilities, and arranging equipment. At assigned times each day, performs duties of central office receptionist. Perform all other specified duties as assigned by the department head. Supervisory Responsibilities: None Equipment Used: Standard office equipment including personal computer and peripherals Working Conditions: Mental Demands/Physical Demands/Environmental Factors: Tools/Equipment Used: Standard office equipment including personal computer and peripherals Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching Lifting : Occasional light lifting and carrying (less than 15 pounds) Environment: May work prolonged or irregular hours ; occasional districtwide travel Mental Demands: Work with frequent interruptions; maintain emotional control under stress Occasional districtwide and statewide travel; frequent prolonged and irregular hours. The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.

Requirements

High School diploma or GED
Proficient skills in keyboarding, data entry, word processing, mail merging and file maintenance
Ability to use Microsoft Office Suite of programs and Adobe Acrobat
Knowledge of correct English usage, grammar, spelling, and punctuation
Ability to prioritize workflow to address the multiple needs of the supervisor or the department
Ability to multi-task numerous complex administrative activities
Excellent customer service, organizational, communication and interpersonal skills
Basic Math skills
Ability to read and interpret instructional manuals for software and hardware
Excellent telephone and communication skills
3-5 years secretarial experience

Nice To Haves

Knowledge of photo editing and basic graphic design is preferred

Responsibilities

Compile pertinent data as needed when preparing various state and local grants and reports.
Maintain physical and electronic departmental files.
Communicate with campus staff with regard to specific campus needs and/or problems.
Attend meetings and record minutes for distribution.
Gather information about appropriate instructional technology materials and disseminate to teachers, principals, and librarians.
Register participants in the New Braunfels ISD staff development courses.
Receive, sort, and distribute mail and other documents to department staff.
Respond positively to community members, teachers, and administrators with questions about technology and communications.
Prepare, process, and track all purchase orders and payment authorizations.
Maintain accurate records of all purchases including balances of accounts, documentation of ordering, shipping and receiving dates, and inventory and warranty information.
Serve as a positive public relations advocate for the use of technology in the classroom and in the workplace.
Help coordinate the efforts and calendars of all members of the technology department.
Responsible for department employee time clock and for calculating and submitting hours for payment.
Exhibit behavior that is professional, ethical and responsible.
Demonstrate sound judgment in disseminating information and maintaining confidentiality at all times.
Prepare correspondence, forms, reports, manuals, and presentations for the department head and other department staff members including e-rate and grant reports.
Compile, maintain, and file all reports, records, and other documents as required.
Assist with preparation and production of publications and mailings produced by the department.
Perform routine bookkeeping tasks and maintain department budget records.
Prepare and process department purchase orders.
Oversee invoicing and collections for district marketing and business partnership programs.
Oversee Community Education programming, vendors, and registrations
Assist in the planning and coordination of special events and recognition programs.
Assist in responding and managing Public Information Act requests.
Coordinates responses to inquiries from the media, the general public, new residents and all other stakeholders.
Assist in the coordination of marketing opportunities for third-party vendors and nonprofit organizations to include flyer distribution, e-blasts and advertising.
Answer and respond to incoming calls, take reliable messages, and route to appropriate staff.
Make meeting arrangements for department activities including preparing materials, scheduling and setting up facilities, and arranging equipment.
At assigned times each day, performs duties of central office receptionist.
Perform all other specified duties as assigned by the department head.