Administrative Secretary III (DO-Public Relations)

SUMMARY: 

The Communications and Public Relations department seeks a team member with great organizational abilities and an eye for detail, to manage day-to-day department operations. The best candidate will exhibit strong customer service, communication, planning, proofreading, and editing skills. Applicants should be ready to multitask, adjust, adapt, and meet quick deadlines.  Under general direction, this individual will coordinate, monitor and support various areas of responsibility in the Communications and Public Relations department to include but not limited to budgeting, purchases, scheduling, communication and organization. The department oversees general and emergency communications, marketing and branding, media relations, social media, and the website. In support of district goals, the department produces videos, publications, news write-ups, and also documents school and district activities through photo and video. Engaging with the public is a primary role of the department, as we respond to and assist with general inquiries from community members on a regular basis. The department plans various district-level events and celebrations, community tours, and more.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Oversee day-to-day operations of the department including answering and screening phone calls, directing inquiries to appropriate party, receiving visitors, students and staff; responding to inquiries about the district, schools, or specific programs, identifying sensitive issues and bringing them to the immediate attention of the designated supervisor.
• Assist with budget process and ensures compliance for all expenditures.
• Manage administrative functions, including preparing correspondence, memos, newsletters, reports, developing recordkeeping systems, bulletins, Board reports, forms and prepares special reports and helps staff as required.
• Serve as liaison between the district, schools, and community, including screening complaints, communicating District and school policies and procedures, and providing follow-up as required.
• Coordinate and ensure the department records required documents.
• Oversee collection and verification of staff attendance and timesheets and obtain approval from Director for any overtime requests.
• Perform on-line requisitioning for all areas.
• Follow-up on orders placed, resolve problems and verify receipt of items.
• Monitor and inventory supplies.
• Under the direction of the Director, assist in developing operating procedures and guidelines for effective and efficient operations of the office.
• Assist with scheduling and implementation of special projects and events.
• Establish and maintain good rapport with students, employees, community members and vendors.
• Maintain a high level of ethical behavior and confidentiality.
• Other job-related duties as assigned.

Education/Certification: 

• High School Diploma or GED.
• Associate’s degree in Business, Management, or related experience is preferred. 

Experience: 

• Three (3) years of advanced administrative support experience involving frequent contact with the public.
• Experience in finance, purchase orders, invoicing and accounts payable.
• Background in a communications or marketing setting preferred, but not required. 

COMPUTER SKILLS:

• Competency in computer literacy, Google Drive (including suite of online programs) and Excel. 

LICENSING/CERTIFICATIONS:

• Obtain and maintain a valid Arizona Identity Verified Prints (IVP) Fingerprint Clearance Card (AZ IVP FPCC).

KNOWLEDGE OF:

• Standard practices, methods and materials of assigned work.
• Techniques and methods for organizing, prioritizing and monitoring work.
• Business math concepts.
• Filing and record-keeping principles.
• Applicable federal, state and local laws, codes, regulations.
• Occupational hazards and applicable safety principles and practices.
• Uses and properties of supplies and equipment.
• Customer service principles.
• Modern office technology. 

SKILL IN:

• Composing and maintaining basic original documents including reports, and correspondence.
• Performing basic original research, compiling and assembling data.
• Maintaining and updating data and documentation.
• Organizing tasks, meeting deadlines and prioritizing work.
• Following directions and meeting standards.
• Providing attention to detail in assignments.
• Computer Digital literacy and Excel.
• Organizing and maintaining records and files.
• Proofreading and error correction.
• Business math computations.
• Exercising confidentiality.
• Comprehending reference books and manuals.
• Interpreting and applying applicable laws, codes, regulations and standards.
• Providing customer service.
• Utilizing a computer and relevant software applications.
• Utilizing communication and interpersonal skills as applied to interaction with coworkers, supervisors, the general public and others to sufficiently exchange or convey information and to receive work direction.

ADA AND OTHER REQUIREMENTS:

Positions in this class typically require:  balancing, stooping, kneeling, crouching, reaching, standing, walking, lifting, fingering, grasping, talking, hearing, seeing and repetitive motions.

Light Work:  Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move object.

Working Conditions:  

Work is routinely performed in an indoor, office environment.

This job classification description is intended to be generic in nature.  It is not necessarily an exhaustive list of all duties and responsibilities.  The essential duties, functions and responsibilities and Fair Labor Standards Act (FLSA) designation may vary based on the specific tasks assigned to the position.

The Dysart Unified School District is an Equal Employment Opportunity Employer in compliance with Title VI of the Civil Rights Act of 1964, Civil Rights Act Title VII of 1972, Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act (ADA) of 1990. Dysart Unified School District does not discriminate on the basis of race, color, religion, national origin, sex, disability or age in employment or in any of its educational programs or in the provisions of benefits and services to students.