Job Title: Communications Assistant Wage/Hour Status: Non-Exempt

Job Title: Communications Assistant Wage/Hour Status: Non-exempt

Reports to: Public Information Officer Pay Grade: AS28/240

Dept/School: Communications Date Created: 8/27/2015

Primary Purpose:

Facilitate the efficient operation of the Communications Department for the Chief Communications Officer, including but not limited to frequent customer contacts, budgetary concerns, event planning and the compilation and dissemination information, reports, purchase orders, and materials for Lewisville Independent School District. Provide direct support to the Chief Communications Officer and Communications Department, including but not limited to scheduling, budgets, technology account management, ensure accurate purchasing practices, interface with principals and campus personnel.

Qualifications:

Education/Certifications

High School Diploma; college degree preferred

Special Knowledge/Skills

·  Proficient in typing, computer, word processing, and file maintenance; programs may

include but are not limited to MS Word, MS Excel, MS Power Point, MS Publisher, MS Outlook, MUNIS, KRONOS, Skyward and Eduphoria

·  Excellent communication and interpersonal skills (great customer service etiquette) for dealing with both district and public customers

·  Ability to maintain the security and confidentiality inherent in the smooth operation of all

departmental activities (parent/employee requests, records, minutes, etc.) for the Communications Department

Experience

·  Five years or more of advanced secretarial experience; prefer prior experience in executive

department of public school district

·  Campus and administrative office experience preferred

Major Responsibilities and Duties:

1. Operate as administrative support to the Chief Communications Officer and Communications Department.

1. Assist in planning special events that reflect the district, Board and Superintendent initiatives.

1. Promote positive interaction among Communications staff, inter-departmental personnel and campus secretaries/office personnel.

1. Assist in executing social media plans, track effectiveness and generate reports to communication staff.

1. Participate in department activities (meetings, projects, etc.) to ensure the smooth operation of the entirety of Communications. This could include projects taking place at the Administration Building/Annex/Bolin/Career Center East, in the absence of (or overflow from) other Communications employees, or projects requiring the assistance of multiple employees within the larger division.

1. Maintaining Chief Communications Officer’s calendar/mileage, as well as creating calendars, as requested.

1. Accept and redirect, as is appropriate, incoming calls for the Communications Department, recognizing the need for a secure environment.

1. Receive, redirect, distribute both incoming/outgoing mail and email for the Chief Communications Officer.

1. Software – includes but not limited to use of the following to create letters; memos; emails; reports; videos as required by TEA, LISD, the Chief Communications Officer; and perform budgetary functions:
2. MS Word
3. MS Excel
4. MS Outlook
5. MUNIS
6. Eduphoria

1. Eagerness to learn and become proficient in additional software programs (if unfamiliar), including but not limited to:
2. MS Power Point
3. MS Publisher
4. MUNIS
5. Punchout
6. SmartFind
7. KRONOS
8. Skyward
9. Google Docs
10. Canva
11. Other, as required/requested

1. Copying and distribution of reports/materials, as requested.

1. Utilize SmartFind (attendance) system to input absences for the Chief Communications Officer and the Communications Department.

1. Creating and maintaining Excel spreadsheets for
2. Budgetary departmental expenditures
3. Other needs for the Public Information Officer and/or department

1. Utilize appropriate software for room reservations and technology purchasing as deemed appropriate by designated LISD departments.

1. Maintain/order supplies for workroom and supply room, as utilized by Communications’ professional learning activities.

1. Compile, maintain, file and present all computerized and physical reports, records, and other documents required.

1. Scheduling the Chief Communications Officer’s travel, including but not limited to:
2. Registration at conference
3. Hotel/rental car needs
4. Requesting flights from Cherie Pemberton in Purchasing (as necessary)
5. Investigating discounts for multiple registrants within the district

1. Maintaining the budgetary needs of the department, including but not limited to:
2. Provide up-to-date budget information for decision-making
3. Input, tracking, and completion of purchase orders (P.O.’s), budget transfer requests (BTRs), personal check requests (MPRs), budget change requests (BCRs) and Chief Communications Officer’s P-Card
4. Accurate record-keeping (via Excel spreadsheet) of all expenditures, budget transfers, etc. within the department
5. Email quotes to vendors/purchasing for new items
6. Understand and assign codes for all budgetary needs
7. Create/open new codes as needed
8. Input portion of departmental budget into Budgetary System (Spring)
9. Attend training/updates in all budgetary areas, as necessary
10. Track multiple purchase orders to same vendor when discounts occur according to number of purchases and/or enrollments
11. Compile purchase order information from multiple sources (i.e., quotes from vendors, registration forms from campuses or other departments, etc.).
12. Procure, organize, oversee and submit budgets for new campuses related to content area needs
13. Familiarity with multiple budgets
14. Interface with community – campus, parents and vendors

1. Possess the ability and willingness to train/retrain present/incoming assistants/para-professionals within the Communications Department.

1. Shredding/destruction of sensitive and/or secure materials.

1. Lifting and handling of materials/boxes, as needed (ability to lift 25 lbs.).

1. All other duties, as assigned.
   

Working conditions/Environmental Factors:

1.  Busy office environment with frequent interruptions.

2.  Repetitive hand motions; prolonged use of computer.

3.  Occasional prolonged or irregular hours.

4.  Work with confidential/sensitive subject matter.

Mental Demands:

1.  Maintain emotional control under stress with helpful attitude and sense of humor.

1. Possess the self-confidence necessary to carry a project from beginning to end with minimal instructions and/or supervision.
2. Understand that all facets of working for LISD directly or indirectly affect the entire customer-base (students, parents, co-workers, Board of Trustees, and the community).
3. Ensure a secure, trustworthy and confidential environment inherent when accessing departmental, student and budgetary data.

Physical Demands: