Administrative Assistant 3 Jobs

Overview

Hamilton County Schools, located in Chattanooga, TN, is working to ensure that all students thrive and experience a future without limits. We are committed to excellence for every student and are seeking outstanding leaders, teachers, support staff, and district employees who desire to make a difference in the lives of students. With nearly 75 schools, we are confident that you can find your place in Hamilton County.
Learn more about working for Hamilton County Schools at careers.hcde.org and get to know us and our strategic plan, Opportunity 2030.
The purpose of this position is to act as a senior-level individual contributor by providing administrative office management support to a department and/or Chief Officer in the school district. The individual is responsible for performing administrative, financial, and organizational management tasks to ensure the effective and efficient operations of the department.
Responsibilities

• Handles person/customer complaints independently.
• Monitors inventory of equipment and supplies; ensures availability of adequate materials to conduct work activities; initiates requests for new/replacement materials
• Attends work and arrives to work on time. Maintains confidentiality.
• Evaluates effectiveness of operations and projects in assigned areas; identifies and recommends improvements or enhancements.
• Follows established procedures for ensuring assigned areas are safe.
• Performs a wide range of office management functions and assists supervisors in coordinating district-wide operations/functions in assigned areas. For example, assists in organizing district-wide functions such as Speak-Out, SCOPE, Superintendent’s Honors Banquet, recruitment events, and graduation.
• Works in multiple digital platforms. Ability to obtain an in-depth knowledge of platforms to manage digital records and assist general users in successful use.
• Uses own judgement to draft letters and correspondence for the department staff.
• Performs other duties as assigned.
• Focuses on short- and long-term strategies.
• Attends meetings/trainings as needed.
• Operates a computer to enter, retrieve, review or modify data; verifies accuracy of entered data and makes corrections; operates general office/school equipment
• Serves as a liaison between departments to organize, disseminate, and upload federal and state documents in digital platforms relevant to the department.
• Sorts, organizes, and distributes mail/correspondence.
• Communicates through the proper channels to keep supervisor and other appropriate personnel informed of impending problems or events of unusual nature.
• Reviews departmental expenditures to ensure compliance with purchasing guidelines and with approved budget; reviews invoices for accuracy and researches discrepancies; ensures expenditures are charged to proper accounts; approves invoices for payment and/ or directs to appropriate personnel for approval; reviews weekly departmental/ school accounting reports and follows-up with departments/ schools on open purchase orders.
• Responsible for complex projects and/or events in the organization. Supervises assistance with project and/or event.
• Updates Hamilton County Department of Education website with current information.
• Establishes and implements strategic projects.
• Maintains a working knowledge of assigned departments in order to communicate with employees, administrators, Board attorney, parents, elected officials, and others outside the school district in a way that promotes a positive image of the Hamilton County Department of Education.
• Works collaboratively with all stakeholders.
• Develops office procedures as needed. Reviews current office procedures for assigned areas and directs changes as needed to ensure efficient operation of departments.
• Reviews, identifies, and develops office procedures to ensure efficient and effective operations of the department. Coordinates with other departments as necessary to increase departmental efficiencies.
• Answers telephone calls and greets visitors in a timely fashion; ascertains nature of business, directs callers/visitors to appropriate personnel, and records/relays messages; retrieves messages from voice mail; initiates and returns calls as necessary. Drafts responses to persons inside and outside the district for supervisor’s review.
• Evaluates excessive costs; summarizes yearly financial data; and preparation of annual budgets for operating budget.
• Adheres to the Teacher Code of Ethics as defined by Tennessee Law.
• Gathers, analyzes and synthesizes data to create complex reports.
• Creates a customer-focused climate and provides quality services and support to school and other stakeholders.
• Coordinates calendar, travel arrangements, accommodations, conference/seminar registrations, or other travel-related plans for department staff.
• Acts in a professional, respectful, and welcoming manner at all times.
• Prepares or completes various forms, reports, correspondence, charts, tables, graphs and other documents. Is able to summarize reports in an articulate manner and utilize an appropriate visual representation for communication to various audiences
• Develops and maintains spreadsheets for a variety of district programs, grants, and initiatives. Uses technology to produce reports and presentations.
• Analyzes and evaluates courses of action and makes independent decisions.
• Performs customer service functions regarding school programs and activities, procedures, forms, fees, or other issues; responds to routine questions/complaints and initiates problem resolution.
• May operate a motor vehicle to conduct various work activities.
• Works closely with the Executive Assistant to the Board, the Executive Assistant to the Superintendent, and Executive Assistant to the Deputy Superintendent to ensure effective and timely communication among assigned departments. Reviews and sends items to the Executive Assistant to the Board, the Executive Assistant to the Superintendent, and the Executive Assistant to the Deputy Superintendent.
• Creates and distributes weekly newsletter if required.
• Complies with applicable district, state, and federal codes, laws, rules, regulations, standards, policies and procedures.
• Performs general/clerical tasks, which may include answering telephone calls, typing documents, making copies, sending/receiving faxes, filing documentation both digitally and paper copy, processing incoming/outgoing mail, or running errands.
• Monitors and updates departmental calendars for all applicable due dates and notices.

Qualifications
Knowledge/Education/Experience:
High school diploma or GED required; college-level course work or vocational training in office administration, basic bookkeeping, and personal computer operations preferred; five (5) years previous experience and/or training that includes office administration, project management, budget administration, personal computer operations bookkeeping, and payroll (preferably in a school environment); or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. May require possession and maintenance of valid driver’s license and Appointment of Notary Public certification.
Skills/Qualifications

• Ability to perform addition, subtraction, multiplication, and division. Ability to calculate decimals and percentages.
• Superior knowledge of Microsoft Office applications including Word, Excel, PowerPoint, and Outlook as well as Google Docs, and other Google applications.
• Ability to communicate effectively verbally and in writing.
• Solution minded and has the ability to problem solve.
• Ability to prioritize job tasks.
• Ability to use technology to create presentations/reports, and maintain a variety of spreadsheets.
• Excellent professional judgement.

Compensation
Salary is based on a combination of relevant education and experience.
Grade G
Salary Scale