Admin Assistant 3

Job Summary

The Georgia Department of Education (GaDOE) - Atlanta Area School for the Deaf (AASD) is recruiting for an experienced Administrative Assistant. Under the supervision of AASD's School-level Superintendent, this position will provide support to the School-level Superintendent by executing administrative and operational duties that support the work of the School-level Superintendent's Office including: coordinating and organizing office activities; coordinating the flow of communications and information for and from the School-level Superintendent; providing support by planning, organizing, supervising, and participating in the school office administrative operations program; maintaining HIPPA and FERPA confidentiality; and preparing and maintaining a variety of records and reports related to assigned activities. The job responsibilities include, but not limited to:

Description of Duties

• Perform needs assessments

• Perform diverse office-related responsibilities within areas and limits of authority as delegated by the School-level Superintendent

• Coordinate and organize office activities and coordinates communications and information flow for the School-level Superintendent

• Receive and greets visitors and provides information to parents and the public

• Screen correspondence and telephone calls for administrators and staff using telephone techniques and etiquette

• Interpersonal skills using tact, patience, and courtesy

• Answer question and resolve situations involving students, parents, the public, location staff, and Division of State Schools District Office (DOSS) personnel through knowledge of school policies and general DOSS rules and regulations

• Maintain confidentiality of various aspects of school operation including sensitive and personal information

• Perform a wide variety of administrative work, including typing and word processing, proofreading, filing, recording information, and processing and distribution of correspondence

• Attend and participate in assigned meetings and training; prepares minutes from notes as required

• Compose correspondence independently or with general instruction on a wide range of subjects requiring knowledge of procedures and policies of the school, DOSS, or assigned area

• Type and compose a variety of materials from verbal or written instruction

• Ensure correct English usage, grammar, spelling, punctuation, and vocabulary is on assigned documents

• Establish, maintain, and assure proper use of confidential files including student, personnel, and payroll records

• Operate a variety of office equipment including a copier, fax machine, two-way radio, computer, and assigned software

• Utilize basic computer functions such as Word, Excel, and PowerPoint

• Input a variety of information into an assigned system; assures accuracy of input and output data

• Perform assigned financial duties and maintains assigned financial records, school budgets, and site accounts

• Prepare and submit purchase orders and work orders as assigned; prepares reimbursement requests and deposits according to established procedures

• Ensure required purchase order documents are submitted accurately and meet deadline requirements

• Compile information and prepare and maintain a variety of records and reports related to assigned activities

• Update and maintain multiple calendars as assigned; organizes appointments and meetings and makes arrangements for school visitations and facility use

• Track and order assigned school supplies according to established procedures and ensures appropriate levels of supplies are maintained

• Update absence and timesheet information for assigned personnel

• Serve as a major program information resource person and liaison between schools, departments, DOSS, and other locations; disseminates accurate and timely information and direction to students, parents, staff, and visitors

• Provide training and work direction to assigned office personnel, organizes, and expedites the workflow of the school site, and offers guidance and direction to other school personnel as needed

• Assist with registration duties as needed

• Communicate with personnel and various outside agencies to exchange information, request, and provide materials, coordinate activities, and resolve issues or concerns

• Secure substitutes in order to assure adequate coverage for the school site; orients substitute personnel and provides keys and pertinent information

• Assist with planning school events and field trips as needed; arranges travel for assigned personnel as required

• Monitor front desk area including conducting comprehensive clerical research, answering phones, and greeting visitors

• Organize materials and resources for school presentations and conferences

• Prepare memoranda, meeting notes, reports, and other documents

• Provide administrative and clerical support to school administrative team

• Monitor and maintain office supplies and equipment

• Administer Basic first aid techniques

• Other duties may be assigned

Preferred Qualifications:

Preference will be given to applicants who, in addition to meeting the minimum qualification possess one or more of the following:

• Two years of experience of general office or administrative experience

• Associate degree in a related field and one year of experience in a similar setting

• Bachelor's degree in a related field

• Experience with Excel and all Microsoft applications

• Experience with Concur

• Experience with State of Georgia TeamWorks; Employee Self Service

• Experience with Infinite Campus

• Experience with Canvas

• ASL proficiency at 3+ or above as measured by the American Sign Language Proficiency Interview (ASLPI)

Consideration/interviews will begin as soon as a list of applicants is established. Applications/resumes will be evaluated and only those meeting the qualifications may be forwarded to the hiring manager to be considered. Candidates chosen for interviews will be contacted directly. No notification will be sent to applicants except those who are selected for interviews.

It is the policy of the Georgia Department of Education not to discriminate on the basis of race, color, sex, national origin, disability, or age in its employment practices. The Georgia Department of Education (GaDOE) and each associated State School is a registered participant in the federal work authorization program commonly known as E-Verify. The GaDOE utilizes the program to verify employment eligibility of individuals hired on or after July 1, 2007.

High school diploma/GED and four (4) years of job-related experience; or two (2) years of experience required at the lower level Admin Assistant 2 (GST051) or position equivalent.

Additional Information

• Agency Logo: Requisition ID: ADM0H5Z

• Number of Openings: 1

• Advertised Salary: Comm. with experience

• Shift: Day Job