Administrative Assistant I

3 weeks ago

Suwanee, United States Gwinnett County Public Schools Full time

Administrative Assistant I - Development and GCPS Foundation JobID: 95290

  • Position Type:

    Office Professionals/ Administrative Assistant I

  • Date Posted:

    11/5/2024

  • Location:

    Instructional Support Center

  • Date Available:

    12/02/2024

Job Code: Administrative Assistant I - 030061 Standard Hours: 40 Department: Development & GCPS Foundation - 221101 Empl Class: NA

Minimum Salary: $40,763.00/Annually

Maximum Salary: $68,051.00/Annually Scheduled Days: 245 Target Openings: 1

   License and Certification Qualifications: None RequiredEducation Qualifications: High school diploma or equivalent required. Bachelor's degree in related field preferred.Experience Qualifications: Three years secretarial/administrative or equivalent acceptable experience in a professional environment required. Experience in a school system preferredSkills Qualifications: Ability to coordinate multiple tasks and priorities; excellent communication skills with internal personnel and external public; excellent human relation skills; ability to maintain strict confidentiality of information with high integrity; ability to work independently; ability to communicate effectively by telephone, e-mail, and in person with trustees, donors, visitors, prospects and fund holders; knowledge of windows-based programs including the Microsoft Office Suite, Lotus Notes, and Student Information Systems (SIS); knowledge of nonprofit software Raiser?s Edge and Financial Edge; excellent spelling, grammar, and proofing skills; ability to follow specific verbal and written instructions; 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 Development and assist with functions and activities associated within the department including the Foundation Fund.1. Perform office administrative duties.a. Align priorities with those of the Executive Director of Development. b. Facilitate written, verbal communication, and all telecommunications for the office.c. Manage multitasking effectively and ensure priorities are properly executed.2. Arrange meetings, maintain calendars, develop minutes, schedule meeting places, prepare follow-up correspondence, and evaluate summaries of information and data according to specified time frames.3. Develop and maintain an effective cooperative partnership with other departments, local schools, staff members, and advisory groups, while ensuring the Executive Director of Development and Director of Development are informed of departmental issues.4. Process incoming mail and correspondence, manage telephone communications, and maintain appointment schedules for the Development department. a. Handle routine matters while the Executive Director of Development and Director of Development are away from the office.b. Route incoming and outgoing correspondence accurately.c. Assist with the Employee Perks Program, return telephone calls to merchants and employees, and respond to e-mails sent via the Foundation website.d. Maintain the Foundation website posts created in Word Press.e. Maintain the Foundation Facebook page.f. Maintain the donor page created in blog format software.g. Maintain the scholarship catalog, receipt of scholarship entries, coordination of selection committees, and prepare the Board of Education reports.5. Assist in maintaining a responsive and customer-centered climate.a. Assist the Executive Director of Development and Director of Development in planning, staging, and coordinating yearly fund-raisers. b. Assist with off-site meetings as requested. c. Maintain discretion and judgment in sensitive matters related to the position.

  1. Maintain an effective and efficient office.

a. Transform rough draft grant and newsletter material into high quality documents.

b. Manage time in an effective and organized manner. c. Monitor materials and products released by the Foundation Office to ensure they are of the highest quality to be issued to the public and customers.

  1. Monitor the department's financial/accounting duties to ensure payment is issued on time using financial software.

a. Ensure that all claims for reimbursement are accurate and legitimate with supporting documents and signatures for audit purposes.

  1. Meet with potential funders and donors as requested.

  2. Attend networking events on behalf of the Foundation.

  3. Assist with new projects as assigned.

  4. 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. 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. 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.

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