Communications Administrative Assistant

Description

Expected Start Date: As soon as possible

FTE: 1.0

Hours per day: 8

Salary Level: OP7 $32.48 - $42.58 DOE

Union/Days per year: Office Professional, 260 work days, 12 month

Benefits: This job has the full range of benefits offered by Tacoma Public Schools.

Additional Information: Salary placement is based on verifiable LIKE work experience.

Examples Of Duties

This position coordinates the activities and work flow of the Public Information front office and provides lead direction to office clerical staff; provides a variety of secretarial and other support services to the Executive Director of Communication; contributes to and proofreads a variety of publications and materials; and coordinates a variety of special projects and events.

ESSENTIAL JOB FUNCTIONS

1. Responds to inquiries and requests for information from District staff, parents, community members, and the press or directs inquiries to appropriate staff members according to procedure or as appropriate; screens and refers a high volume of calls.

2. Assists the Executive Director with coordination of day-to-day operations of the Public Information Office; coordinates activities related to the publishing, printing, and distribution of internal and external District publications.

3. Word processes and composes correspondence such as memorandums, letters, press releases; designs and prepares a variety of flyers, invitations, programs, TV text slides, and brochures using desktop publishing software; proofreads and edits a variety of publications; compiles information and prepares reports as assigned, including preparing and posting Tacoma Public School annual performance reports.

4. Maintains a variety of information databases regarding staff, community members, business partners, various agencies, and residents who live within District boundaries; provides mailing lists/labels, letters, and other information to schools and departments as directed.

5. Organizes special projects and events such as Junior Achievement and the Districts United Way Campaign; ensures completion.

6. Tracks budgets for Public Information using financial computer software; prepares related reports as directed.

7. Reviews material submitted by outside groups for distribution in schools and buildings; determines appropriateness of materials; approves, disapproves, or limits distribution based on established procedures.

8. Assists in updating the District communication system; composes and records messages to Tacoma school community as directed, which may include emergency communication regarding school closures due to inclement weather, or reminders of upcoming events that impact school or District schedules; assists schools and other department with the use of School Messenger.

9. Anticipates departmental needs and makes recommendations within the scope of the position.

OTHER JOB DUTIES

1. Monitors office supply inventory and orders supplies and services using the District on-line requisition system and established business procedures.

2. Maintains and updates knowledge and skills required for success in the position by participating in professional development activities as needed or as assigned; maintains and updates knowledge of District and state reporting requirements and deadlines for assigned publications and other projects.

3. Performs special assignment and related duties as assigned, on a temporary basis.

4. Regular, reliable, predictable attendance or physical presence is an essential job requirement and critical to the performance of the work.

CONDITIONS

Experiences frequent interruptions; experiences prolonged visual concentration and exposure to video display; required to deal with, and, if appropriate, defuse difficult and sensitive situations and/or people; may be required to work extra hours; required to meet multiple deadlines.

Minimum Qualifications

Education and Experience

Associateís degree or equivalent (preferably in communications, public relations, or journalism) or related field and three years of increasingly responsible, closely related work experience in a public agency, preferably in a school District; or any combination of experience and training which provides the applicant with the knowledge, skills, and ability required to perform the work.

Licenses/Special Requirements

Fingerprints and successful WSP and FBI background clearance/sexual misconduct clearance.

Allowable Substitution

Equivalent combination of education and experience will be evaluated by the Human Resources department for comparability.

Required Knowledge, Skills and Abilities

Knowledge of Windows based personal computers.

Knowledge of general office and secretarial procedures.

Knowledge of AP (Associated Press) writing style.

Knowledge of budget tracking procedures.

Knowledge of grammar, spelling, and English usage.

Skill in proofreading.

Skill in obtaining, clarifying, and exchanging information.

Keyboarding skill at 50 wpm.

Skill in operating desktop publishing and Microsoft Office software.

Ability to plan, organize, prioritize, and follow-through.

Ability to maintain confidentiality.

Ability to provide quality customer service.

Ability to accurately perform mathematical calculations.

Ability to work effectively under pressure and meet deadlines.

Ability to demonstrate reasonable, reliable, and regular attendance.

Ability to establish and maintain effective working relationships with a variety of people in a multi-cultural, diverse socio-economic setting.

Supplemental Information

This job description is not an employment agreement or contract. District administration has the exclusive right to alter this job description at any time without notice. The statements contained herein reflect general details as necessary to describe the primary functions of this job, the level of knowledge and skill typically required and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned including work in other functional areas to cover absences or relief, to equalize peak work periods or otherwise balance the workload.

Tacoma Public Schools does not discriminate in any programs or activities on the basis of sex, race, creed, religion, color, national origin, age, veteran or military status, sexual orientation, gender expression or identity, disability, or the use of a trained dog guide or service animal and provides equal access to the Boy Scouts and other designated youth groups. The following employees have been designated to handle questions and complaints of alleged discrimination:

• Civil Rights Coordinator: Tiffany Davis-Brantley, 253-571-1252, civilrights@tacoma.k12.wa.us
• Title IX Coordinator: Wayne Greer, 253-571-1191, wgreer@tacoma.k12.wa.us
• 504 Coordinator: Elise Friedrich-Nielsen, 253-571-1065, efriedr@tacoma.k12.wa.us

Mailing address: P.O. Box 1357, Tacoma, WA 98401-1357.

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• Tacoma Public Schools

• 253-571-1157

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