Administrative Assistant I - Office of Talent Management

Gwinnett County Public Schools; Georgia; On-site; USD 45,000 - 65,000; Full time

Job summary

Gwinnett County Public Schools is seeking an experienced Administrative Assistant to support the Executive Director of Talent Management. You will manage schedules, travel, and correspondence, and prepare reports and presentations.

The role requires 3 years of secretarial/administrative experience, an HS diploma or GED, and strong written and verbal communication skills. Proficiency in Microsoft Office and PeopleSoft is essential.

Qualifications

• 3 years secretarial/administrative or equivalent required
• H.S. Diploma or GED required; Bachelor's degree preferred
• Strong written and oral communication skills
• Proficient with Microsoft Office Suite and PeopleSoft

Responsibilities

• Provide administrative support to the Executive Director of Talent Management.
• Maintain an accurate schedule of supervisor meetings and travel arrangements.
• Arrange travel, conferences and events; prepare timely correspondence.
• Develop spreadsheets and presentation documents, integrating data from multiple sources.
• Assist with departmental reports such as recruiter assignment, job offers and unused point allocation.
• Coordinate tasks across Talent Management and other divisions.
• Represent the division professionally in all communications.

Skills

Oral and written communication

Organization & problem solving

English language accuracy

Microsoft Office Suite

PeopleSoft

Report writing & correspondence

Customer inquiries handling

Represent organization

Multitasking

Cross-functional collaboration

Education

High School Diploma or GED

Bachelor's degree preferred

Tools

Microsoft Office

PeopleSoft

Job description

License and Certification Qualifications:

• None Required

Education Qualifications:

• H.S. Diploma or General Education Degree or equivalent Required
• Bachelors Degree in related field Preferred

Experience Qualifications:

• 3 years secretarial/administrative or equivalent acceptable experience Required

Skills Qualifications:

• Demonstrated skills in oral and written communication
• Demonstrated skills in organization and problem solving, with the ability to exercise independent judgment, troubleshoot, and solve basic problems
• Ability to detect and correct errors in standard English language usage
• Competent technology skills in word processing, graphics, spreadsheets, and experience using the Microsoft Office Suite
• Experience in the use of PeopleSoft
• Ability to prepare reports, draft professional business correspondence, and process transactions as directed
• Ability to respond to inquiries and requests from internal and external customers
• Ability to act as a representative of Gwinnett County Public Schools
• Ability to effectively perform multiple tasks
• Ability to work across functional boundaries and interact with employees at all levels of the organization

Primary Responsibilities:

Provide administrative support to the Executive Director of Talent Management and assist with associated functions and activities within the department.

• Assist the Executive Director of Talent Management to ensure successful departmental operations.
  • Align administrative priorities with those of supervisor.
  • Maintain an accurate schedule of supervisors meetings/appointments.
  • Arrange, coordinate, and schedule time and details for travel, conferences, and other planned events within the department.
  • Arrange meeting details and prepare correspondence in a timely fashion.
  • Receive and route incoming and outgoing correspondence and communication for supervisor.
  • Maintain inventory of office supplies and place orders as needed.
• Manage concurrent tasks effectively and ensure that priorities are completed by the deadline.
  • Develop spreadsheets and presentation documents and integrate data from multiple source documents.
  • Assist with departmental reports including recruiter assignment reports, job offer reports, and unused point allocation reports.
  • Handle routine matters while supervisor is out of the office and delegate matters appropriately.
  • Coordinate the completion of department tasks, working with all members of Talent Management and as well as stakeholders in other divisions.
• Provide support to the department by identifying, developing, and streamlining areas for process improvement and service delivery.
  • Conduct appropriate research and collaborate with staff to design, develop, implement, and evaluate new initiatives.
  • Assist in preparation and facilitation of meetings and events.
• Monitor and update published information related to Human Resources Talent Management.
  • Ensure all content is accurate and adheres to the districts communication and style guidelines.
  • Assists with the functions associated with maintaining and revising the HR Handbook Database.
  • Work with team members to ensure content is revised in a timely manner.
• 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 focused climate.
• Manage the employee referral process.
  • Process documentation, track, and facilitate communication between requests and stakeholders.
• Coordinate person of interest/contingent worker requests.
  • Process documentation, track, and facilitate communication between requests and various departments.
• 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.