Primary Purpose:

Under moderate supervision organized and manage the routine work activities of the Communications Department and provide clerical support to the Executive Director of Communications and other staff members. The position involves handling confidential information and frequent contact with district employees and the news media.

Qualifications:

Education/Certification:

High School diploma or GED

Special Knowledge/Skills:

Proficient skills in keyboarding, data entry, word processing, mail merging and file maintenance

Ability to use Microsoft Office Suite of programs and Adobe Acrobat

Knowledge of correct English usage, grammar, spelling, and punctuation

Ability to prioritize workflow to address the multiple needs of the supervisor or the department

Ability to multi-task numerous complex administrative activities

Excellent customer service, organizational, communication and interpersonal skills

Knowledge of photo editing and basic graphic design is preferred

Minimum Experience:

3-5 years secretarial experience

Major Responsibilities and Duties:

1. Exhibit behavior that is professional, ethical and responsible.
2. Demonstrate sound judgment in disseminating information and maintaining confidentiality at all times.
3. Prepare correspondence, forms, reports, manuals, and presentations for the department head and other department staff members.
4. Compile, maintain, and file all reports, records, and other documents as required.
5. Assist with preparation and production of publications and mailings produced by the department.
6. Perform routine bookkeeping tasks and maintain department budget records. Prepare and process department purchase orders.
7. Oversee invoicing and collections for district marketing and business partnership programs.
8. Assist in the planning and coordination of special events and recognition programs.
9. Assist in responding and managing Public Information Act requests.
10. Coordinates responses to inquiries from the media, the general public, new residents and all other stakeholders.
11. Assist in the coordination of marketing opportunities for third-party vendors and nonprofit organizations to include flyer distribution, e-blasts and advertising.
12. Manage the district’s mass notification system information and troubleshoot issues.
13. Assist in monitoring social media outlets and news outlets for district-related news.
14. Order and maintain inventory of office supplies and program equipment.
15. Answer and respond to incoming calls, take reliable messages, and route to appropriate staff.
16. Make meeting arrangements for department activities including preparing materials, scheduling and setting up facilities, and arranging equipment.
17. At assigned times, performs duties of central office receptionist.
18. Perform all other specified duties as assigned by the department head.

Supervisory Responsibilities:

None

Equipment Used:

Standard office equipment including personal computer and peripherals

Working Conditions:

Mental Demands/Physical Demands/Environmental Factors:

Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting

Motion: repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching

Lifting: Occasional light lifting and carrying (less than 15 pounds)

Environment: May work prolonged or irregular hours; occasional districtwide travel

Mental Demands: Work with frequent interruptions; maintain emotional control under stress