778 - Secretary, Director of Communications/Public Relations

QUALIFICATIONS:        

  1. High school diploma or GED           

  2. Fifteen hours of college cr.; or 3 yrs. of general clerical/secretarial experience.

  3. Keyboarding and computer proficiency, preferred          

  4. Have clerical/secretarial experience or background

REPORTS TO:                    Director of Communication/Public Relations

JOB GOALS:                 

  1. Assist with all aspects of communication, projects/publications.                                        

  2. To maintain budget records; order supplies

  3. To assist with special projects

  4. To facilitate office duties and procedures

TERMS OF EMPLOYMENT:   Noncontractual (At-will); Clerical/Technical Paygrade 4 Estimated 226 days; estimated  8 hours daily Wage/hour status:  Nonexempt

MAJOR RESPONSIBILITIES AND DUTIES
 

1.

Uses Adobe software for creating special publications (Pagemaker, Photo Shop, Illustrator, and Quark)

2.

Assumes responsibility for assigned areas of projects/publications.

3.

Works with campuses and Key Communicators for specific communication needs; information as well as vendors.

4.

  Prepares payroll for department.

5.

Is prompt, timely, and thorough in completing assignments and attending to details accurately and efficiently. Event planning for district-wide programs.

6.

Initiates and maintains on going relations with media and the public as it relates to the efforts of the department of communications.

7.

 Schedules appointments, arranges conferences, meetings and travel plans as needed.

8.

 Screens phone calls  from media and public and reroutes to appropriate administrator when necessary.

9.

 Orders supplies, performs bookkeeping tasks, processes purchase order requisitions, and travel and reimbursement forms.
10. Research information for publications and events.

11.

Uses other software as needed for document/visual production.
12. Maintain current up to date contact file resources.

13.

Serves as communication liaison when appropriate.

14.

Locates and orders/requests supplies, examples, etc. of communication projects.
15.

Works with community for specific communication needs.

16.

Type letters and memos.                                             

17.

Generate reports for Director.           

18.

Keep records of all monies spent for Communications.

19.

 Maintain computerized budget for Communication aspects.

20.

Complies with directions and instructions from supervisor; performs other tasks and assumes such responsibilities as may be assigned.
21.

Maintains positive and cooperative working relationships with colleagues and others in the
conduct of district business and demonstrates teamwork in daily activities.

22.

Is regular in attendance and complies with notification procedures for absences.

23.

Provides complete and accurate information in the conduct of district business.
24.

Maintains confidentiality in the conduct of district business.

25.

Complies with district policies, as well as state and federal laws and regulations.

26.

Adheres to the district’s safety policies and procedures.

27.

Participates in staff development training programs to improve job performance.

28.

Participates in faculty meetings and special events as assigned.

29.

 Opens and process mail.

30.

 Maintains filing system for general files.

31.

 Maintains filing system with cross reference for phone contact numbers.
32. Reserves meeting rooms coordinates material for those attending.
33. Makes a calendar each month highlighting community, district and athletic events for the board members.
34. Arranges for delivery of Board packets as needed.

35.

 Prepares graphic requisitions, duplicates materials, and distributes when applicable.

EQUIPMENT USED:

Uses calculator, copier, typewriter, computer, fax machine, scanner. 

WORKING CONDITIONS:

Mental Demands:  Reading; ability to communicate effectively (verbal and written) ; maintain emotional control under stress; ability to perform basic arithmetic. 

Physical Demands/ Environmental Factors:  Moderate standing, walking, stooping, bending, and lifting; work with frequent interruptions; repetitive hand motions; prolonged use of computer. 

The foregoing statements describe the general purposes and responsibilities assigned to this job and are not an exhaustive list of all responsibilities, duties, and skills that may be required.                                7/04 SR