Program Administrative Assistant, Special Events

MADERA COUNTY SUPERINTENDENT OF SCHOOLS

CLASS TITLE: PROGRAM ADMINISTRATIVE ASSISTANT, SPECIAL EVENTS

BASIC FUNCTION:

Under the direction of an assigned administrator, assist in the preparation and coordination of various student events presented through the Madera County Superintendent of Schools (MCSOS); perform a variety of secretarial, recordkeeping, public/community relations, and operational support functions in the implementation of assigned events and programs.

REPRESENTATIVE DUTIES:

ESSENTIAL DUTIES:

Perform a variety of complex and responsible secretarial and administrative support duties to relieve supervisor, other administrators, and staff of administrative detail; assist in the organization of student events and programs and coordinating the flow of communications for the assigned administrator.

Assist in the preparation and distribution of a variety of pre-event materials such as informational packets, invitations to schools and the community, student applications, faculty requests in support of student events and clubs, and instructions for competitions and events in support of community service projects.

Distribute a variety of event materials, including, but not limited to: judges’ packets, competition day handbooks, awards ceremony programs, contributor lists, scripts, and thank you letters or postcards for student event projects.

Assist in the coordination of and participate in publicizing student/Special Events; prepare and distribute press releases and media kits; communicate with other divisions, administrators, and outside agencies to coordinate activities, exchange information, and resolve issues.

Assist in the monitoring of budgets for student events; assist in monitoring and collection of assigned student activities and project accounting, billing, budgeting records, and documentation; complete and transfer related reports and forms to appropriate MCSOS divisions; make arrangements with vendors, as necessary.

Attend and provide operational support at all scheduled Special Events as directed by the Coordinator, Student Events, and/or an assigned administrator; serve as point of contact on the day of the event, troubleshoot and resolve any issues, and direct staff, volunteers, parents and other attendees related to scheduled assignments and activities.

Create a variety of specialized project material such as notices, announcements, invitations, brochures, flyers, certificates, and community service units utilizing freehand techniques or computerized graphics software.

Distribute a planned master schedule for events and communicate and share event dates with service users, MCSOS staff, and the general public, as appropriate.

Attend and participate in a variety of meetings, workshops, and conferences as assigned; prepare and send out notices of meetings; prepare agendas, minutes, and packets; collect and compile information for meetings, projects, and workshops; distribute minutes.

Collect data, prepare, and disseminate program and project materials and information to staff and the public regarding various events, as directed; serve as a resource to students, teachers, administrators, service users, MCSOS divisions, and the general public regarding program operations and services.

Serve as a technical resource concerning program operations and assigned functions; respond to inquiries and provide detailed information concerning related activities and services.

Maintain a firm but respectful and courteous attitude towards students and assist in monitoring students and redirecting student behaviors during events.

Maintain division websites and student event social media outreach.

Operate a phone system, directing calls to appropriate personnel; take and relay messages as appropriate; provide general information to callers as needed.

Operate a computer, assigned software, and a variety of standard office equipment.

Drive a vehicle to conduct work.

OTHER DUTIES:

Perform related duties as assigned.

KNOWLEDGE AND ABIILITIES:

KNOWLEDGE OF:

Madera County Superintendent of Schools organization, operations, policies, and objectives.

Policies and objectives of assigned programs and duties.

Current office practices, procedures, and equipment.

Operation of a variety of standard office equipment, including a computer and assigned software.

Telephone techniques and etiquette.

Correct English usage, grammar, spelling, punctuation, and vocabulary.

Oral and written communication skills.

Interpersonal skills using tact, patience, and courtesy.

Social media and its use (Facebook, Twitter, Instagram or similar)

Website construction and maintenance.

ABILITY TO:

Perform specialized secretarial duties in support of program activities.

Compose correspondence and written materials independently.

Keyboard at an acceptable rate of speed.

Operate standard office equipment including a computer and applicable software.

Assemble, organize, and distribute specialized project material.

Communicate effectively both orally and in writing.

Establish and maintain effective working relationships with others and contribute to a positive work environment.

Present a positive image of the Madera County Superintendent of Schools.

Add, subtract, multiply, and divide quickly and accurately.

Design and create project materials such as brochures, flyers, newsletters, and certificates and update social media and division websites.

Read, interpret, apply, and explain rules, regulations, policies, and procedures.

Maintain current knowledge of program rules, regulations, requirements, and restrictions.

Plan and organize work.

Meet schedules and timelines.

Follow directions, both oral and written.

EDUCATION AND EXPERIENCE:

Any combination equivalent to: graduation from high school or the equivalent and two years of increasingly responsible secretarial/administrative support experience or college-level coursework in a related field. Experience with planning and organizing events, projects, and/or programs is preferred.

LICENSES AND EXPERIENCE:

Possession of a valid California Class C Driver’s License. Incumbents must be insurable by the liability carrier for the Madera County Superintendent of Schools.

WORKING CONDITIONS:

ENVIRONMENT:

Office and outdoor environment.

Driving vehicle to conduct work.

PHYSICAL DEMANDS:

Dexterity of hands and fingers to operate a computer keyboard and other standard office equipment.

Seeing to read, prepare, and assure the accuracy of a variety of materials and view a computer monitor.

Hearing and speaking to exchange information in person and on the telephone.

Sitting, standing, and/or walking for extended periods of time.

Bending at the waist, kneeling, or crouching, and reaching overhead, above the shoulders, and horizontally to file and retrieve materials.

Pushing, pulling, lifting, moving, and/or carrying large objects weighing up to 50 pounds.

Job Type: Full-time

Pay: $3,674.35 - $4,713.80 per month

Benefits:

• Dental insurance
• Health insurance
• Vision insurance

Schedule:

• 8 hour shift

Work Location: In person