Communication Administrative Assistant

JOHNSTON COUNTY PUBLIC SCHOOLS

JOB DESCRIPTION

POSITION:  Communication Administrative Assistant

LOCATION:  West Campus Building - Communications Office

SALARY:  Grade 66    

TERM OF EMPLOYMENT:  12 Months

REPORTS TO:  Chief Communications Officer

QUALIFICATIONS AND ATTRIBUTES:

• High school diploma or GED from regionally or nationally accredited institutions.
• Minimum of 3 years of related experience.
• Associate’s degree in related areas preferred.
• Experience in office management is preferred.
• 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.
• 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.
• 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.

DUTIES AND 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.

 PHYSICAL REQUIREMENTS:

• 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.

DISCLAIMERS: The above statements are intended to describe the general purpose and responsibilities assigned to this position. They are not intended to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and skills that may be required of the employees assigned to this position. This description may be revised by the supervisor, with HR review and approval, at any time.

Johnston County Public Schools is an equal opportunity employer and does not discriminate in the employment or promotion of employees on the basis of gender, race, religion, age, national origin or disability.