Administrative Assistant V - Marketing and Communications; DAC

Administrative Assistant V - Marketing and Communications (DAC)

Location: Marketing and Communications Department (DAC)

Employment type: Full‑time (12 months), 8 hours/day

Grade: 19, $18.51 per hour

Start date: 3/16/2025

Purpose Statement

The job of Administrative Assistant V is to provide a wide variety of confidential administrative support to the assigned Director; convey information regarding department functions and procedures; coordinate assigned projects and site activities; and ensure efficient operation of support functions.

Essential Functions

• Compile confidential and non‑confidential data from a variety of sources (e.g., calendars, budgets, newsletters, website) to prepare information for the Director.
• Coordinate a wide variety of projects, functions and program components (meetings, in‑service events, placement of advertisements, job orders, etc.) to complete activities and deliver services in a timely manner.
• Maintain manual and electronic files, department budgets and accounts (e.g., Capital M&O account, database, statistical documents, employee evaluation tracking systems).
• Participate in meetings, workshops, and trainings (committees, negotiations, professional development, conferences) to record minutes and support attendees.
• Prepare a wide variety of reports, documents and correspondence of a confidential and non‑confidential nature (purchase requests, Talent Ed, board approval reports, high‑profile employee discipline documents).
• Process documents and materials (applicant qualifications, professional development documentation, reimbursements, budget transfers, background checks) in compliance with administrative guidelines and regulatory requirements.
• Represent the assigned Administrator in their absence to convey and/or gather required information.
• Respond to a wide variety of inquiries from internal and external parties (staff, parents, students, visitors, public agencies, board members).
• Schedule a wide variety of activities (professional development, equipment accessibility, Director’s calendar) to make necessary arrangements for the Director.
• Supervise assigned personnel as directed (clerks, technicians, etc.) to ensure department and individual performance objectives are met.
• Support the assigned Director by providing assistance with their functions and responsibilities.

Other Functions

• Perform other related duties as assigned to ensure the efficient and effective functioning of the work unit.
• Set up technology needed for presentations or workshops (professional development sessions, Director‑led presentations).

Job Requirements:
Minimum Qualifications

Skills, Knowledge and Abilities

• Operate standard office equipment and software applications (Microsoft Office, other job‑related software), prepare and maintain accurate records, provide customer service, screen telephone calls, analyze budgets and data, classifying data, desktop publishing.
• Perform basic math calculations (fractions, percent, ratios).
• Read various manuals, write documents following prescribed formats, present information clearly.
• Apply office methods and practices, record keeping and retention, bookkeeping practices, and understand codes, laws, rules, regulations, and policies.
• Schedule activities, meetings and events; gather and collate data; use basic job‑related equipment; work flexibly with others; adapt to changing priorities; communicate with diverse groups; maintain confidentiality; meet deadlines; set priorities; work as part of a team; handle frequent interruptions; organize tasks.
• Problem‑solve by analyzing issues and creating action plans; interpret guidelines independently.

Responsibilities

• Work under limited supervision using standardized practices and/or methods.
• Direct other persons within a small work unit; occasionally utilize resources from other work units.
• Have opportunities to impact the organization’s services.

Work Environment

Typical demands: occasional lifting, carrying, pushing, pulling, stooping, kneeling, coughing, crawling; requires 85% sitting, 10% walking, 5% standing. Works in a generally clean and healthy environment.

Experience

Job‑related experience with increasing levels of responsibility is…