Administrative Assistant -Communications, year-round and full-time position

ParkHill School District

Kansas City, MO

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JOB DETAILS

SKILLS

Accounting, Administrative Procedures, Administrative Skills, Bookkeeping, Budget Management, Budgeting, Communication Skills, Data Collection, Diversity, Documentation, Documentation Format, Editing, Employee Orientation, Establish Priorities, Expense Tracking, Financial Reporting, Internet Research, Interpersonal Skills, Legal Support Skills, Manual Dexterity, Mathematics, Meeting Minutes, Multitasking, Office Equipment, Operational Support, Operations Management, Operations Processes, Physical Demands, Problem Solving Skills, Project Tracking, Project/Program Coordination, Project/Program Management, Proofreading, Purchasing/Procurement, Reconciliation, Record Keeping, Regulatory Requirements, Reimbursement, Reporting Skills, Request for Information (RFI), Resource Utilization, Service Delivery, Software Upgrades, Spreadsheets, Team Player, Time Management, User Documentation

LOCATION

Kansas City, MO

POSTED

Today

Administrative Assistant - Chief Communications Officer

Purpose Statement

The job of Administrative Assistant - Cabinet/Chief Communications Officer is done for the purpose/s of providing a wide variety of complex and confidential administrative and secretarial support to assigned administrator; conveying information regarding department functions and procedures; ensuring efficient operation of support functions; and coordinating assigned projects and site activities.

This job reports to the Chief Communications Officer.

Essential Functions

Compiles data from a wide variety of sources (e.g. time sheets, calendars, expenditures/budget, Internet research, etc.) for the purpose of preparing reports, making recommendations, and/or preparing information for assigned administrator.
Coordinates a wide variety of projects, functions, events and/or program components (e.g. meetings, in-service events, transportation, travel and accommodations, financial reimbursements, community use of facilities, district special events, etc.) for the purpose of completing activities and/or delivering services in a timely fashion.
Maintains a wide variety of manual and electronic documents files and records (e.g. budget data, employee records, financial records, reports, spreadsheets, forms, etc.) for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements.
Monitors a wide variety of activities on behalf of assigned administrator and communication services team (e.g. program components, meeting arrangements, account balances, work order status, etc.) for the purpose of achieving goals and meeting target dates in compliance with established guidelines and regulatory requirements. This includes scheduling a wide variety of activities (e.g. appointments, meetings, travel reservations/accomodations, facility usage, etc.) for the communication services team.
Participates in a variety of meetings, workshops, and/or trainings (e.g. software upgrades, department meetings, etc.) for the purpose of providing or receiving information, recording minutes, and supporting the needs of the attendees.
Participates in the work activities within the communication services department for the purpose of organizing assignments, monitoring progress, and ensuring completion within established guidelines. This includes having excellent proofreading and editing skills to support communication team functions, ensuring quality and accuracy of content produced by the team.
Prepares a wide variety of reports, documents and correspondence of a confidential and non-confidential nature (e.g. letters, memorandums, meeting minutes, charts, periodic and ad-hoc reports, operational procedures, manuals, etc.) for the purpose of documenting activities, providing written reference, and/or conveying information.
Presents information on administrative procedures (e.g. department/program policies, submission procedures, etc.) for the purpose of orienting new personnel and/or disseminating information to existing personnel.
Processes a wide variety of documents and materials (e.g. time sheets, work orders, requisitions, travel reimbursements, budget transfers, etc.) for the purpose of disseminating information in compliance with administrative guidelines and/or regulatory requirements.
Procures supplies and materials for the purpose of maintaining availability of required items.
Reconciles account balances for assigned budget categories for the purpose of maintaining accurate account balances.
Represents assigned administrator (e.g. district staff requests for information, etc.) for the purpose of conveying and/or gathering information required for the communication services team.
Researches a variety of topics (e.g. current practices, policies, education codes, etc.) for the purpose of providing information and/or recommendations that address a variety of administrative requirements.
Responds to a wide variety of inquiries from internal and external parties (e.g. staff, public agencies, parents, vendors, etc.) for the purpose of providing information, facilitating communication among parties and/or providing direction.
Supports assigned administrative personnel for the purpose of providing assistance with their functions and responsibilities.

Other Functions

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

Job Requirements: Minimum Qualifications

Skills, Knowledge and Abilities

SKILLS are 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 using job related software applications, preparing and maintaining accurate records; computer application skills; interpersonal communication skills; and planning and managing projects.

KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and understand complex, multi-step written and oral instructions. Specific knowledge based competencies required to satisfactorily perform the functions of the job include: accounting/bookkeeping principles; business telephone etiquette; common office machines; concepts of grammar and punctuation; and office methods and practices.

ABILITY is required to schedule a number of 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 but different processes; and operate equipment using standardized methods. Ability is also required to work with a diversity of individuals and/or groups; work with data of varied types and/or purposes; and utilize job-related equipment. Problem solving is required to analyze issues and create action plans. Problem solving with data frequently requires independent interpretation of guidelines; and problem solving with equipment is limited to moderate. Specific ability based competencies required to satisfactorily perform the functions of the job include: adapting to changing work priorities, communicating with diverse groups, maintaining confidentiality, meeting deadlines and schedules, setting priorities, working as part of a team, and working with frequent interruptions.

Responsibility

Responsibilities include: working under limited supervision using standardized practices and/or methods; directing other persons within a small work unit; tracking budget expenditures. Utilization of some resources from other work units may be required to perform the job's functions. There is a continual opportunity to have some impact on the organization's services.

Working Environment

The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling, some stooping, kneeling, crouching, and/or crawling and significant fine finger dexterity. Generally the job requires 70% sitting, 15% walking, and 15% standing. This job is performed in a generally clean and healthy environment.

This position does occasionally require working hours outside of the normal working hours - including early mornings, late evenings and weekends. These additional hours may occur 5-10 times throughout the school year.

Experience Job related experience is required.

Education Targeted, job related education with study in job-related area.

Administrative Assistant -Communications, year-round and full-time position

ParkHill School District

Kansas City, MO

About the Company

ParkHill School District

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