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Administrative Assistant I - Curriculum & Instruction Jobs in Suwanee, GA

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Administrative Assistant I - Curriculum & Instruction

Gwinnett Daily Post

License and Certification Qualifications: None required.

Education Qualifications: High school diploma or equivalent required. Bachelor's degree in related field preferred.

Experience Qualifications: Three years secretarial/administrative or equivalent acceptable experience required.

Skills Qualifications: Demonstrated skills in oral and written communication; demonstrated skills in organization and problem solving; proficient technology skills in word-processing, graphics, internet, and spreadsheets with competency using Microsoft Office; ability to record and issue minutes of meetings by shorthand and/or computer; strong calculator and mathematics skills; strong bookkeeping skills; ability to follow oral and written instructions quickly and accurately; ability to detect and correct errors in standard English language usage; excellent telephone and public relations skills; knowledge of district organizational structure and state and local governmental operations; ability to analyze existing processes and identify areas for improvement; ability to act as a representative of Gwinnett County Public Schools; and 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 Curriculum and Instruction and assist with functions and activities associated within the department.

1. Perform department administrative duties.
a. Manage concurrent tasks effectively and ensure priorities are completed by deadline.
b. Arrange meeting details, maintain calendars, develop minutes of meetings, schedule meeting places, prepare follow-up correspondence in a timely fashion, and evaluate summaries of information and data according to time frames.
c. Monitor materials produced to ensure accuracy, timeliness, and conformity to system standards.
d. Maintain supplies inventory by checking stock to determine inventory level, anticipate needed supplies, place orders for supplies, and verify receipts and records of supplies.
e. Provide departmental support for leave change requests and leave entries for employees on leave.
f. Provide support for the departmental hiring process by working with the Human Resources and Talent Management Division and department managers to effectively post new positions, hire, and on-board new employees.
g. Oversee coordination of departmental initiatives and record-keeping.
h. Serve as the departmental representative for various division and/or district functions.

2. Assist the Executive Director of Curriculum and Instruction to ensure successful departmental operations.
a. Align administrative priorities with those of supervisor.
b. Maintain an accurate schedule of supervisor’s meetings/appointments and ensure supervisor is informed of upcoming schedule and departmental issues in a timely manner.
c. Handle routine matters while supervisor is out of the office and delegate appropriately.
d. Represent supervisor in a professional and expert manner with internal and external contacts.

3. Perform general clerical duties.
a. Maintain an effective and efficiently run office.
b. Apply software and technology appropriately to produce quality documents and materials.
c. Monitor materials produced by department personnel for executive director to ensure accuracy, timeliness, and conformity to division and department standards.
d Maintain records and files for supervisor in an efficient, orderly, accurate, and streamlined manner.
e. Update and maintain MS Office 365 e-mail groups and Lotus Notes telephone directories.
f. Review departmental Board recognition documents for monthly Board Meetings.
g. Assist in preparing travel requests and reviewing for accuracy.

4. Assist with managing the departmental budget and perform division financial and accounting duties.
a. Assist in developing the department budget and provide reports to aid in decision making.
b. Monitor monthly budget print outs and submit balances for each line item to the Executive Director of Curriculum and Instruction on a monthly basis.
c. Assist in preparing and reviewing annual department budgets for accuracy.
d. Prepare and maintain accurate and timely payroll/ financial records and reports.
e. Process overnight travel requests and reimbursements.
f. Process miscellaneous payroll as needed for department.
g. Maintain and process purchase card and travel card transactions monthly and reconcile with monthly statements and prepare reports for internal audit and travel.
h. Process and manage the budget amendments and communicate effectively with Budget Office.
i. Utilize the PeopleSoft application for procurement of department supplies and materials, communicating effectively with Purchasing Department.
j. Process surplus requests for department.

5. Communicate with internal and external customers in a businesslike, courteous, and efficient manner.
a. Cooperate with and maintain a positive relationship with division and department employees and with all other district employees.
b. Support supervisor by being knowledgeable of department programs, procedures, and information needed toassist in department functions.
c. Represent the division and department professionally in all aspects of communication.
d. Help cultivate a responsive and customer-centered climate.

6. Assist with new projects as assigned.

7. 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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Aug 27, 2021. Gwinnett County Public Schools Jobs from Gwinnett Daily Post

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