Overall Purpose

The job of Secretary/Assistant III (Public Relations Specialist) is done for the purpose/s of providing administrative and secretarial support to assigned administrative personnel; coordinating and monitoring assigned activities; and providing information, recommendations, and/or direction as requested by assigned administrator. This job is distinguished from similar jobs by the following characteristics: background and experience in media relations, website maintenance, design software applications, and competency with additional pieces of technological equipment beyond standard office machines.

Direct Supervisor

Executive Director of Public Relations and Communications

Essential Functions

• Compiles data from a variety of sources (employees, vendors, other departments, etc.) for the purpose of complying with financial, legal, and/or administrative requirements.
• Coordinates a variety of events and activities (meetings, in-service events, special promotional and public awareness events, travel and accommodations, etc.) for the purpose of completing activities and/or delivering services in a timely fashion.
• Maintains a wide variety of documents, files, and records (budget data, financial records, reports, board meeting videos, district website, etc.) for the purpose of providing up-to-date information and/or historical reference in compliance with established district policy and legal requirements.
• Monitors a variety of activities on behalf of the Director (work order status, etc.) for the purpose of achieving goals and meeting target dates.
• Participates in a variety of meetings, workshops, and/or trainings for the purpose of providing or receiving information, recording minutes, and supporting the needs of the attendees.
• Prepares a variety of documents (correspondence, agendas, minutes, event programs, bulletins, reports, etc.) for the purpose of communicating information and/or creating documentation in compliance with established guidelines.
• Processes documents and materials (work orders, requisitions, budget transfers, etc.) for the purpose of disseminating information in compliance with administrative guidelines and/or regulatory requirements.
• Reconciles account balances for assigned budget categories for the purpose of maintaining accurate account balances.
• Researches a variety of topics (current practices, policies, education codes, etc.) for the purpose of providing information and recommendations while addressing a variety of administrative requirements.
• Responds to a variety of inquiries from a variety of internal and external parties (staff, parents, students, public agencies, etc.) for the purpose of providing information, direction, and/or facilitating communication among parties.
• Supports the Director for the purpose of providing assistance with the department functions and responsibilities.
• Tutors staff on a variety of design and layout processes (invitations, department/school websites, promotional announcements, etc.) for the purpose of providing ongoing support, ensuring compliance with District style guides, and maximizing the capabilities of other staff.

Marginal Functions

• Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.

Competencies

• Skills-based Competencies

Required to perform multiple tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skill based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment including design software applications; video editing; working with a cloud storage system; preparing and maintaining accurate records; applying job-related codes, regulations, and laws; performing standard bookkeeping; planning and managing projects; screening telephone calls; and proofreading.

• Knowledge-based Competencies

Required to perform basic math, including calculations using fractions, percentages, and/or ratios; review and interpret highly technical information, write technical materials, and/or speak persuasively to implement desired actions; and analyze situations to define issues and draw conclusions. Specific knowledge based competencies required to satisfactorily perform the functions of the job include: business telephone etiquette; concepts of grammar and punctuation; concepts of design, layout, and typography; event planning; and social media.

• Ability-based Competencies

Required to schedule activities, meetings, and/or events; gather and/or collate data; and use basic, job-related equipment. Flexibility is required to independently work with others in a wide variety of circumstances; work with data utilizing defined and similar processes; and operate equipment using standardized methods. Ability is also required to work with a diversity of individuals and/or groups; work with similar types of data; and utilize job-related equipment. Problem solving is required to identify issues and create action plans. Problem solving with data may require independent interpretation; and problem solving with equipment is limited. Specific ability based competencies required to satisfactorily perform the functions of the job include: communicating with diverse groups; displaying tact and courtesy; maintaining confidentiality; setting priorities; being attentive to detail; establishing and maintaining effective working relationships; working as part of a team; and working with frequent interruptions.

Requirements

High school diploma or GED equivalent

Experience in public relations, social media, and communications preferred

Physical Requirements

The usual and customary methods of performing the job's functions require the following physical demands: occasional lifting, carrying, pushing, and/or pulling, frequent stooping, kneeling, crouching, and/or crawling and significant fine finger dexterity.

Generally the job requires 80% sitting, 10% walking, and 10% standing.

Continuing Education/Training

N/A

Clearances

Criminal Justice Fingerprint

Background Clearance

Fair Labor Standards Act

Non-Exempt