Administrative Assistant III - Communications and Community Engagement

Gwinnett County Public Schools; Georgia; On-site; USD 70,000 - 90,000; Full time

Job summary

Gwinnett County Public Schools is seeking an experienced Executive Administrative Assistant to support the Chief Engagement Officer. The role covers calendar management, minute transcription, budgeting, and cross‑department coordination within a large school district.

Ideal candidates have 10+ years of secretarial/administrative experience, strong MS Office and PeopleSoft/BoardDocs skills, and the ability to handle multiple projects with discretion and professionalism.

Qualifications

• HS diploma or GED required.
• Bachelor's degree in related field preferred.
• 10+ years secretarial or administrative experience required.
• Experience in a K-12 school system preferred.
• Experience with executive support, communications, project management, operations and planning preferred.

Responsibilities

• Provide executive administrative support to the Chief Engagement Officer.
• Draft, transcribe, and transcribe dictation for letters, memos, reports, and minutes.
• Manage executives' calendar and prepare background materials.
• Prepare reports, work orders, emails, and purchase orders to keep operations efficient.
• Ensure communications conform to standard English usage.
• Coordinate room setups and logistics for meetings.
• Develop spreadsheets, graphs, and presentation documents.
• Organize files and maintain records for the Office of the Chief Engagement Officer.
• Handle calls and provide information or route calls appropriately.
• Provide back-up phone coverage as needed.
• Utilize office machines for efficient operations.
• Order office supplies and keep Engagement Office stocked.
• Maintain annual budget and financial records; manage expenses.
• Manage third-party subscriptions and renewals; prepare financial reports.

Skills

Typing speed & accuracy

Communication skills

Organization & problem solving

Follow instructions

Grammar & proofreading

Minutes recording

Mathematics & calculator skills

Telephone & public relations

Document scanning/editing

PeopleSoft & BoardDocs

Event planning & management

Project leadership

Report & correspondence drafting

Discretion & confidentiality

Multi-project coordination

MS Office Suite

Education

HS Diploma or GED

Bachelors degree in related field

Tools

PeopleSoft

BoardDocs

MS Office Suite (Outlook, Word, Excel, PowerPoint, OneNote)

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:

• 10+ years secretarial or administrative or equivalent acceptable experience Required
• Experience in a K-12 school system Preferred
• Previous experience with executive support, communications, project management, operations and planning Preferred

Skills Qualifications:

• Ability to type and perform clerical duties with a high rate of speed and accuracy
• Demonstrated excellent communication skills with the ability to effectively interact with individuals at all levels of the organization
• Demonstrated skills in organization and problem solving
• Ability to follow oral and written instructions quickly and accurately
• Ability to detect and correct errors in standard English language usage
• Ability to record and issue minutes of meeting by shorthand and/or computer
• Strong calculator and mathematics skills
• Excellent telephone and public relations skills
• Experience scanning documents for editing and read-only
• Experience in the use of PeopleSoft and BoardDocs software
• Experience in event planning and management
• Ability to manage several large projects at any given time
• Knowledge of state and local governmental operations
• Proficiency in using MS Office Suite (Outlook, Word, Excel, PowerPoint, OneNote) and other district platforms
• Excellent project leadership skills and can keep track of deadlines and deliverables associated with multiple workstreams
• Ability to prepare reports and draft professional business correspondence
• Ability to work under pressure with little or no supervision to handle multiple tasks, as well as demonstrate accuracy and attention to detail
• Ability to handle sensitive data with discretion and confidentiality
• Forward-thinker, who actively seeks opportunities and proposes solutions

Primary Responsibilities:

Provide executive administrative support to the Chief Engagement Officer.

• Perform general administrative assistant duties.
  • Draft, take, and transcribe dictation of various types including, but not limited to, letters, memos, reports, and minutes of meetings.
  • Manage executives calendar and conserve executives time by using discretion in setting up and accepting appointments; gather pre-reads and background information when appropriate.
  • Prepare various reports, work orders, e-mail notifications, and purchase orders as needed to maintain the efficient and effective operations of the office.
  • Ensure that correspondence and other documentation sent from the office conforms to standard English usage.
  • Reserve conference rooms and coordinate with appropriate departments for room setups, audio-visual needs, security, catering, etc.
  • Develop spreadsheets, graphs, charts, and presentation documents.
  • Organize and maintain the files and records for the Office of the Chief Engagement Officer.
  • Handle telephone calls to the Office of the Chief Engagement Officer, providing assistance/ information to callers or routing calls to others as appropriate, or accurately capturing information for call-back.
  • Provide reliable back-up telephone coverage for designated staff in the CEO/Superintendents Office.
  • Utilize office machines/technology to ensure efficient and effective operations for the office.
  • Order office supplies as requested for the Engagement Office and ensure needed supplies are in stock for ready access.
• Perform general financial and accounting duties.
  • Maintain the annual budget for the Engagement Office and assist in its preparation annually.
  • Maintain ledgers, books, and other financial records accurately and in a timely manner.
  • Manage expense reporting and purchasing.
  • Manage third-party subscriptions and resources, including renewals and memberships.
  • Calculate and prepare reports related to financial accounting, inventory, or other records.
• Support the effective and efficient operation of activities conducted by the Engagement Office.
  • Coordinate all the logistical arrangements for meetings (other than Board meetings) critical to the Engagement Office, including the Superintendents Student Advisory Council, Local School Administrators Association, Superintendents Business Leaders Council, Teachers Advisory Council, Principal for a Day activities, and other meetings as needed.
  • Assist the Chief Engagement Officer in providing coordination and liaison services with such key community groups as the Gwinnett County Board of Commissioners, Gwinnett County Council of PTAs, the Gwinnett Chamber of Commerce, and others.
  • Provide support in advance of and during the annual series of Area Board Meetings.
• Contribute to a productive, collaborative, efficient, and effective working environment in the Engagement Office.
  • Communicate with all internal and external audiences in a businesslike, courteous, efficient, and customer focused manner.
  • Cooperate with and maintain a positive working relationship with other employees in the Engagement Office.
  • Collaborate with peer Executive Committee administrative assistants on an ongoing basis to align strategies, improve processes and foster a sense of community.
  • Maintain the highest standards of integrity, confidentiality, reliability, and professionalism in carrying out all job responsibilities.
  • Route incoming and outgoing correspondence accurately.
• Assist with new projects as assigned.
• 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.