Administrative Assistant III - Business and Finance Divison JobID: 92486
Position Type:
Office Professionals/ Administrative Assistant III
Date Posted:
4/9/2024
Location:
Instructional Support Center
Date Available:
05/13/2024
Job Code: Administrative Assistant III - 030063 Standard Hours: 40 Department: Business & Finance Div - 252510 Empl Class: NA
Minimum Salary: $46,030.00/Annually
Maximum Salary: $73,821.00/Annually
Scheduled Days: 245
Target Openings: 1
License and Certification Qualifications: None required.Education Qualifications: High school diploma or equivalent required. Bachelor's degree in related field preferred.Experience Qualifications: Ten years of administrative assistant or equivalent acceptable experience required. Experience in bookkeeping preferred.Skills Qualifications: Ability to follow oral and written instructions quickly and accurately; ability to effectively prioritize and handle multiple tasks simultaneously; excellent telephone and public relations skills; exceptional calendar and file management capabilities; competent technology skills in word-processing, graphics, and spreadsheets with experience using Lotus Notes and Microsoft Office; ability to detect and correct errors in written standard English language; ability to type and perform clerical duties with a high rate of speed and accuracy; ability to record and issue meeting minutes; ability to scan documents for editing and read-only; excellent calculator and math skills; ability to analyze existing processes and identify areas for improvement; ability to act as a representative of Gwinnett County Public Schools; and ability to work across functional boundaries and interact with employees at all levels of the organization.Primary Responsibilities: Provide executive administrative support to the Chief Financial Officer in the Business and Finance Division.1. Perform general administrative duties for the Chief Financial Officer.a. Take and transcribe dictation of various types including, but not limited to, letters, memos, reports, and minutes of meetings.b. Maintain an accurate schedule of activities for the Chief Financial Officer.c. Prepare various staff meeting agendas, reports, service requests, prepare various board meeting documents, and purchase orders as needed to maintain efficient and effective office operations. d. Develop spreadsheets, graphs, charts, and presentation documents. e. Participate in Executive Cabinet Administrative Assistant Meetings.2. Perform general clerical duties for the departments within Business and Finance.a. Organize and efficiently maintain the files and records of the office.b. Operate and maintain various office machines including, but not limited to, copiers, scanners, and computers as needed to ensure efficient and effective office operations.c. Organize and maintain division office software and reference materials efficientlyd. Provide support, take and transcribe minutes for the Gwinnett Retirement Systems Quarterly Meetings.3. Perform general financial and accounting duties for the departments within Business and Finance.a. Maintain purchasing card activity, inventory, and other records accurately and timely as assigned.b. Calculate and prepare reports for accounting, inventory, or other records as assigned.4. Communicate with all customers both internal and external in a businesslike, courteous, and efficient manner.a. Act as department receptionist both in person and over the telephone.b. Ensure that correspondence and other paperwork sent from the office conforms to standard English usage.c. Utilize telecommunication equipment courteously in the efficient operation of the office. d. Route incoming and outgoing correspondence accuratee. Act as Local School Benefits Representative for Business and Finance.5. Supervise the operation of the Business and Finance office. a. Assign work to other clerical support personnel as needed.b. Monitor materials produced by other personnel to ensure accuracy, timeliness, and conformity to system standards.6. Cooperate with and maintain a positive relationship with all Business and Finance personnel.7. Cooperate with and maintain a positive relationship with other school system employees.8. Assist with new projects as assigned.9. Perform other duties as assigned. Physical Demands:While performing the duties of this job, the employee is frequently required to sit for extended periods of time. The employee is also required to talk, hear, stand, and walk. The employee may be required to use hands to finger, handle, feel, and/or reach. The employee is occasionally required to stoop, kneel, or crouch. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception, and ability to adjust focus. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.