Administrative Assistant ES/MS - Clerical Support - School

Gwinnett County Public Schools; Georgia; On-site; USD 38,000 - 52,000; Full time

Job summary

Gwinnett County Public Schools in Georgia is seeking a diligent administrative assistant to provide general secretarial and clerical support at a local school, collaborating with school leadership, central office divisions, faculty and staff.

The role requires a high school diploma, at least two years of clerical experience, strong verbal and written communication, and the ability to analyze processes and improve workflows, while representing the district professionally.

Qualifications

• High school diploma or GED required.
• Minimum 2 years in an office/clerical environment.
• Ability to communicate effectively with the public, students, and staff.
• Strong oral and written communication skills.
• Ability to analyze existing processes and identify improvements.
• Ability to act as a representative of Gwinnett County Public Schools.
• Ability to work across functional boundaries with staff at all levels.
• Demonstrated technology skills and basic bookkeeping knowledge.

Responsibilities

• Provide general secretarial and clerical support to the assigned local school.
• Perform clerical/administrative duties as needed.
• Answer calls, greet visitors, arrange meetings and develop minutes.
• Assist principal with staff modifications and central office coordination.
• Maintain staff records and timely data entry.
• Maintain knowledge of school policies, procedures, and events.
• Serve as benefits representative during enrollment and year-round as needed.
• Enter daily leave and payroll data into the eTA system.
• Prepare work orders and purchase orders for equipment and supplies.
• Maintain calendars and coordinate meetings and events.
• Coordinate interview scheduling and document management for new applicants.
• Serve as liaison with Risk Management on accidents and returns to work.
• Hospitality coordinator for events and communicating with clubs/committees.
• Route inquiries and ensure professional, courteous communication.
• Assist with new projects and perform other duties as assigned.

Skills

Oral communication

Written communication

Organization

Problem solving

Process analysis

Representative role

Cross-functional collaboration

Technology skills

Basic bookkeeping

Education

High School Diploma or GED

Tools

eTA system

Job description

License and Certification Qualifications:

• None Required

Education Qualifications:

• H.S. Diploma or General Education Degree Required

Experience Qualifications:

• 2 years experience in an office or clerical environment Required

Skills Qualifications:

• Ability to communicate effectively and courteously with the public, students, and staff
• Demonstrated skills in oral and written communication
• Demonstrated skills in organization and problem solving
• Ability to analyze existing processes and identify areas for improvement
• Ability to act as a representative of Gwinnett County Public Schools
• Ability to work across functional boundaries and interact with employees at all levels of the organization
• Ability to demonstrate technology skills and display a knowledge of basic bookkeeping skills

Primary Responsibilities:

Provide general secretarial and clerical/administrative support to the assigned local school to ensure successful operations by working closely with local school leadership, central office divisions, faculty, and staff.

• Perform clerical/administrative duties for the local school as needed.
  • Answer telephone calls and transfer to appropriate staff.
  • Greet and assist visitors with questions and inquiries.
  • Arrange meeting details, develop minutes, and prepare correspondence in a timely fashion.
  • Monitor school materials produced to ensure accuracy, timeliness, and conformity to system standards.
• Assist principal with staff modifications by initiating transactions.
  • Work closely with central office divisions including the Division of Business and Finance and the Division of Human Resources in resolving employment eligibility, employee clearance, benefits, and compensation inquires and issues.
  • Communicate general employment information to newly hired employees as requested.
• Maintain staff personnel records in accordance with school system procedures as deemed appropriate by the principal.
  • Enter data accurately and in a timely manner.
• Maintain and communicate a general working knowledge of local school and school system public information, policies, procedures, and events.
  • Assist faculty and staff with general questions and inquires, while directing complex questions to the appropriate department.
• Serve as the local site benefits representative during the open enrollment process and throughout the year to assist employees with basic benefits-related questions as deemed appropriate by the principal.
• Input daily leave and/or miscellaneous payroll into the electronic Time and Attendance (eTA) system as deemed appropriate by the principal.
• Prepare work orders and purchase orders for equipment and supplies as needed.
• Maintain school calendars and prioritize, coordinate, and schedule locations for meetings and activities.
• Coordinate interview scheduling of new applicants considered by the principal for vacant positions in the local school as deemed appropriate by the principal.
  • Track interviews conducted by the principal and create reports as requested.
  • Organize and file all interview documentation and materials.
• Serve as a liaison with the Risk Management Department concerning employee accidents and return to work dates as needed.
  • Complete risk management forms and submit to the Risk Management Department in a timely manner.
• Serve as the local school hospitality coordinator by securing locations for events, meetings, appointments, and conferences as needed.
  • Serve as the liaison between clubs, committees, councils, and the principal.
  • Assist in communicating events, meetings, appointments, and conferences.
• Communicate with all parties in a businesslike, courteous, and efficient manner.
  • Represent the division professionally in all aspects of communication.
  • Help cultivate a responsive and customer centered climate.
  • Seek ways to be responsive to the needs of staff.
  • Handle internal and external customers graciously and effectively.
  • Direct inquires to the appropriate division personnel as needed.
  • Route incoming and outgoing correspondence accurately.
• Assist with new projects in the local school.
• Perform other duties as assigned.

Physical Demands:

While performing the duties of this job, the employee is frequently required to sit for extended periods of time. The employee is also required to talk, hear, stand, and walk. The employee may be required to use hands to touch, handle, feel, and/or reach. The employee is occasionally required to stoop, kneel, or crouch. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception, and ability to adjust focus. The employee is required to operate a motor vehicle in performance of duties. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.