Administrative Assistant

Administrative Assistant (General Education Department) Hancock County Educational Service Center Job Title: Administrative Assistant for General Education Department Reports To: AOC Supervisor/Curriculum and Gifted Education Directors/ESC Superintendent Location: Hancock County ESC Employment Status: Full-time Work Schedule: 12 Month Employee – Expected Start Date 6/2026 ________________________________________ Job Summary: The Administrative Assistant provides critical support to the Curriculum, Gifted Services and Alternative School teams. This role requires a high degree of organization and the ability to switch gears between different supervisors. ________________________________________ Key Responsibilities: Administrative Support: - High proficiency in computer systems, office software, and general bookkeeping. - Serve as the primary assistant to multiple program directors, managing calendars, scheduling meetings, and coordinating professional development materials. - Prepare professional correspondence, reports, and requisitions. Be responsible for independent drafting and ensuring accuracy in all communications. - Input and retrieve data accurately, manage a uniform filing system, and organize essential testing materials for student programs. - Handle daily mail (including post office runs), manage telephone routing, answering doors, operate a variety of office equipment, and maintain an efficient office flow. Communication and Coordination: - Act as a positive first point of contact for school staff, parents and students, upholding the highest standards of confidentiality and professional ethics - The ability to prioritize tasks for multiple supervisors without losing track of the details. - Exceptional active listening and writing skills, with the ability to generate correspondence independently. Event Promotion and Materials - Asset Creation: Design high-quality promotional materials, including digital flyers, social media graphics, and interactive PDF workbooks using tools like Canva, helping create a consistent organizational brand - Template Management: Develop and maintain a library of standardized templates for agendas, certificates of completion, and evaluation forms to streamline the production process. - Copy Editing & Formatting: Proofread and format complex professional development content to ensure it is visually accessible, engaging, and error-free. Registration & Participant Management - Platform Administration: Build and manage registration pages within platforms like Google Forms. - Inquiry Resolution: Serve as the primary point of contact for registrants, handling troubleshooting, payment inquiries, and registration modifications with a high level of customer service. - Data Oversight: Monitor enrollment trends, maintain accurate attendee rosters, and generate reports for leadership. - Communication Automation: Set up and manage the lifecycle of participant communications, including confirmation emails, "know before you go" reminders, and post-session follow-ups. Professional Development Operations - Resource Logistics: Coordinate the printing, assembly, and distribution of physical training kits or the digital deployment of pre-read materials. - Post-Event Evaluation: Administer feedback surveys, compile quantitative data into summary reports, and assist in identifying areas for program improvement. - Speaker Coordination: Manage the logistics for external facilitators, including travel arrangements, honorarium processing, and technical orientation.