MADISON ELEMENTARY SCHOOL DISTRICT #38

TITLE: Administrative Assistant II for Communications & Marketing

Qualifications:

1. High school diploma or equivalent.
2. Minimum of two (2) years of previous experience in an administrative assistant, communications, or similar role.
3. Ability to exercise independent judgment using a knowledge of district policies, procedures, programs, and organizational structure.
4. Strong attention to detail.
5. Problem-solving and critical-thinking skills.
6. Strong ability to maintain a high level of confidentiality, ethical behavior, and professionalism. 
7. Command of Business English with the ability to write letters, prepare reports and materials using correct grammar, spelling, and punctuation.
8. Ability to properly address and format professional correspondence for both printed and electronic distribution.
9. Perform basic office procedures and basic bookkeeping.
10. Positive customer service skills.
11. Proficiency in Microsoft Office and Google Workspace.
12. Ability to learn new software programs.
13. Ability to manage multiple tasks and projects.

Job Goal:    Working with the Madison Communications & Marketing Department the Administrative Assistant will take initiative, demonstrate strong problem-solving and critical-thinking abilities, and provide excellent customer service to staff, schools, families and the community.

As the Administrative Assistant, you will have an important role, supporting department operations, effective communication, and outstanding service to internal and external stakeholders. This role requires a tech-savvy individual who is comfortable with office software, including Microsoft Office and Google Workspace, eager to learn new tools, and adaptable to shifting priorities.

Success in this role depends on strong interpersonal skills, attention to detail, and the ability to manage and coordinate a variety of projects and tasks. The ideal candidate will be resourceful, professional, and dependable, with a positive attitude that fosters teamwork and collaboration.

Duties & Responsibilities

1. Assist with management, coordination, and processing of public records requests.
2. Manage and coordinate department purchase orders, invoices, and receipts.
3. Outreach and respond to requests/calls/emails from internal and external stakeholders.
4. Assist with district and department event planning, support, and logistics.
5. Schedule and attend meetings, take notes and prepare summaries for distribution to participants.
6. Prepare meeting agendas and documents.
7. Data collection and entry.
8. Proofread and edit written text in English.
9. Assist with management of PeachJar digital flyer system.
10. Manage department documents and policy updates.
11. Support the overall operations and logistics of the Communications and Marketing department.
12. Other duties as assigned.

LANGUAGE SKILLS:

Ability to read and interpret documents in English as well as the ability to write routine correspondence in English. Ability to speak effectively in English before groups of customers or employees.

REASONING ABILITY:

Ability to solve practical problems and deal with a variety of situations / issues. Ability to interpret a variety of instructions furnished in written and verbal form.

EVALUATION:

Performance will be evaluated by Director of Communications and Marketing

SUPERVISION:

Supervised by the Director of Communications and Marketing

GRADE / SALARY SCHEDULE / LENGTH OF WORK YEAR:

Grade F $18.57-$22.98 (DOE)

Full time/BENEFITS

12 month position

Salary : $19 - $23