Executive Administrative Assistant I – Communications

This position is open until filled, however interested applicants should apply as soon as possible.

BEFORE YOU APPLY – It is important that you read the supplemental information in its entirety. The supplemental information will provide you information on all required documents that must accompany your application. Once you have submitted your application you will not be able to attach any additional paperwork. Applications that do not have all required material will be considered incomplete and will not be considered.

This Communication Executive Administrative Assistant job places a high value on writing skills and graphic design. In addition to your resume and cover letter, you will be required to submit a writing example.

Your writing sample should consist of the following:

• Sample writing of a press release of your choosing
  
• 1-2 page in length
  
• Your writing sample will be read for tone and style, as well as for content, grammar, spelling, and punctuation.
  
• Save your writing sample in a PDF named [SPSCMUWriteSamp] (your name) and attach it to your application at the time you apply.
  

The Communication Executive Administrative Assistant is a critical position in the Communication and Engagement Department. The position supports central office staff and school leaders in communicating both programmatic and emergency information to families and the community in a clear and timely manner. This position will also support weekly communication to School Leaders through a SPS online newsletter. This includes working with colleagues to improve messaging, editing content and delivery of the newsletter. The position is responsible for supporting the Communication and Engagement team in sharing information with the School Board and preparing for School Board meetings. Ideally, the successful candidate has a degree in communications, public relations, or related field and experience working in a fast paced, customer focused environment.

In addition to looking for someone who has strong writing skills we are looking for someone who has experience in graphic design.

A confident and creative designer who is self-motivated, self-sufficient and comes with a strong background in both print and digital media. A seasoned Designer with extraordinary creative thinking and project design abilities. An adept multi-tasker with the ability to bring simultaneous graphic design projects to completion with complete efficiency and accuracy.

We are looking for experience with:

• Visual communications skills.
• Print and web design.
• Tailoring designs to meet the needs of the customer.
• Proficient knowledge of Web, Social Media and Video applications.
• Exceptional conceptual, graphic design and layout skills.
• Good understanding of latest digital marketing trends.

ESSENTIAL FUNCTIONS:

30%

• Manages day-to-day operations for cabinet-level officers; develops, coordinates, and oversees office functions, including management of the cabinet officer’s schedule and email.
• Acts as key point of contact for the office, coordinates and assigns work schedules of subordinate staff; may act as a project lead or project team member.
• Oversees timelines for the cabinet-level officer’s office and in collaborating work flow with other District offices and staff.
• Develops and implements office procedures as needed to ensure a professional office atmosphere.
• Analyzes and makes improvements to office operations; involves appropriate staff in developing proposals and recommending solutions to the Chief Communications Officer.
• Works with Budget unit staff to monitor budget expenditures and in establishment of budget accounts and or staff lines for positions and purchases for area of assignment.
• Initiates and monitors contracting agreements with outside vendors and consultants to ensure proper contracting guidelines are met.
• Assists in updating content on the department’s internal and external websites.
• Providing assistance to ensure relevant and accurate information is posted on district web sites.
• Assists with regular staff, parent, and community communication pieces including the Principal Communicator, News Brief, Friday Updates to the Board, and others.
• Proofreads and edits materials from the Communications Division for completeness, accuracy of content, and comprehensibility to the public.
• Supports onboarding activities of new Communications Division staff as they learn district protocols; assures smooth transitions for both incoming and outgoing managers and staff.

15%

• Writes communications for internal and external audiences for use in a variety of forums and channels
• Conducts research, analysis, and prepares presentation materials and information to assist the executive officer in preparing for Board activities and meetings with staff and/or public agencies, officials, community groups, etc.
• Monitors Board legislative activities and analyzes operational impacts
• Assists in developing administrative regulations, policies and procedures
• Assumes delegated authority to ensure implementation of and compliance with new regulations, policies, and procedures
• Responds to questions and provides interpretations, as requested
• Serves as a resource to the cabinet level officer and staff and assists with problem resolution, as requested.

15%

• Manages district-wide communications through a variety of tools including SchoolMessenger, Outlook, and others, including writing, recording, scheduling and transmitting via email and autodial; coordinating with multiple translators to assure messages are also prepared, recorded and distributed in the district’s top languages.
• Compiles, updates and distributes multiple communications pieces to assist with the start of school in September, including “who to call” information sheets for various departments, the school directory, website updates, calendars, etc.
• Coordinates organization and maintenance of executive office files and records.
• Compiles and organizes information and materials for meetings and management decision-making.
• Ensures the confidentiality and integrity of information from the Chief Communications Officer, Communications Division and the Office of Public Affairs.

10%

• Prepares communications with staff, board members, and members of the public.
• Compiles, drafts and sends communications to internal and external audiences.
• Attends committee meetings and related work sessions and prepares public documentation of the work of the Board.

10%

• Serves as liaison between the cabinet level officer and key district managers and other staff, external agencies and officials, and the public.
• Serves as the cabinet level officer’s representative, to communicate the cabinet officer’s directives and decisions to staff.
• Interprets and explains operational policies and procedures to staff and the public
• Provides a variety of information to respond to requests made to the cabinet officer’s office
• Coordinates general requests for information with other designated departments/offices in the District.

10%

• Assists the communications team with social media monitoring and posting for the Seattle Public Schools main social media platforms.
• Coordinates and monitors completion of special assignments, as needed.
• Analyzes, processes, and prepares reports, orders, legal documents, contracts and other materials, as needed.
• Monitors flow of reports and information to ensure compliance with established deadlines and to finalize special projects.

5%

• Coordinates, prepares and/or works with appropriate staff to submit financial transactions and required documents to initiate hiring processes.
• Responds to personnel problems to ensure efficient financial and personnel operations of the department, may participate in interview/selection committees, screen applicant’s paperwork and coordinate new hire orientations with Human Resources Department.

3%

• Receives, manages, tracks and executes requests from the public for accessibility aides.
• Monitors e-mail and regular mail appeals, schedules hearings.
• Maintains familiarity with Open Public Meetings Act, Public Records Act, district policies and procedures and AP Style Guide.

2%

• Works with Budget Office staff to develop budget projections and cost estimations.
• Maintains budget, financial status data, and reports.
• Develops, prepares, and coordinates fiscal transactions for the cabinet level officer; may compile statistical information and data for estimations and reports.

RELEVANT COMPETENCIES:

Organizational Agility

Knowledgeable about how organizations work; gets things done both through formal and informal channels; effectively maneuvers through complex political situations

• Understands the interests, motivations, and agendas of others.
• Uses the “informal” channels to get things done without creating problems with the “formal” channels.
• Demonstrates an understanding and consideration of how actions may impact stakeholders.
• Makes comments that move the group or situations toward a productive outcome.

Written Communications

Is able to write clearly and succinctly in a variety of communication settings and styles; can get messages across that instigate appropriate actions.

• Organizes and presents information in writing in a clear and convincing manner.
• Uses appropriate writing style and tailors writing to meet the needs of the audience.
• Uses correct spelling, grammar and punctuation.

Priority Setting

Spends time and the time of others on what’s important; focuses on the critical few and puts the trivial many aside; can quickly sense what will help or hinder accomplishing a goal.

• Spends own and other’s time on what’s most important.
• Focuses on the critical few and puts the trivial many aside.
• Ensures that each individual and the department develop goals and a plan that fulfills the organization’s.

DISTRICT-WIDE CORE COMPETENCIES:

Collaboration

Develops cooperation and teamwork while participating in a group, working toward solutions which generally benefit all involved parties.

• Is seen as a team player who encourages efficient and effective collaborations.
• Works skillfully in difficult situations with both internal and external groups.
• Represents his/her own interests while being open-minded to other groups.
• Builds respectful and productive relationships internally and externally.

Getting Results (Action Oriented)

Performs work with energy and drive; values planning, but will take quick, decisive action when an opportunity presents itself.

• Demonstrates a strong sense of urgency about solving problems and getting work done.
• Focuses on achieving the goal even in the face of obstacles.
• Assumes responsibility for starting and finishing work with minimal supervision.
• Strives for new levels of performance.

Decision Quality & Problem Solving

Uses analysis, wisdom, experience and logical methods to make good decisions and solve difficult problems with effective solutions; appropriately incorporates multiple inputs to establish shared ownership and effective action.

• Weighs the consequences of options before making a decision.
• Applies appropriate criteria to situations for the purpose of making decisions.
• Displays self-confidence in own judgment.
• Focuses in the facts and solutions instead of opinions and problems.

Integrity

Is widely trusted; is seen as a direct, truthful individual; presents truthful information in an appropriate and helpful manner; keeps confidences; admits mistakes; doesn’t misrepresent him/herself for personal gain.

• Deals with people and situations in an honest and forthright manner.
• Represents information and data accurately and completely.
• Represents the confidentiality of information and concerns shared by others.
• Takes ownership if a mistake is their own and does not blame others.

Accountability

Holds self and others accountable for measurable high-quality, timely and cost-effective results; determines objectives, sets priorities and delegates work; accepts responsibility for mistakes; complies with established control systems and rules.

• Takes responsibility and action as if the risks (financial or otherwise) are his or her own.
• Holds individuals and team accountable for their actions and results.
• Initiates action even if outcome is uncertain and is willing to accept the consequences of failure.
• Aligns own activities and priorities to meet broader organizational needs.
• Demonstrates courage and confidence in his or her own ability.

KNOWLEDGE, SKILLS & ABILITIES:

Required

• Organization hierarchy structures within a large organization
• Office and time management practices and techniques
• Team building and collaborative problem-solving methods
• Budget development
• Hiring and screening principles
• Research techniques
• Oral and written communications
• Computer software, including advanced working knowledge: of MS Office, Dreamweaver, Adobe Suite, Visio and Acrobat Pro used for office operations, web posting, database management, spreadsheets, and word processing
• Formatting and presenting information in writing
• Organizing and managing a busy office
• Customer service, communications and public relations
• Listening, planning, and scheduling
• Prioritize work and effectively represent the District
• Maintain confidentiality and integrity of information
• Analyze data and conduct research for reports and projects
• Make conference and travel arrangements
• Defuse and resolve problems
• Coordinate tasks with others and follow-through on status reports
• Work under pressure and deadlines
• Remain flexible and adapt to changing hours and situations
• Provide training and assistance to staff and team members
• Take individual initiative; accept responsibility and be held accountable
• Coordinate multiple activities simultaneously
• Follow-through with financial and staffing processes
• Establish and maintain effective working relationships with District staff and administrators, students, parents/guardians, outside agencies and the public in a multicultural community
• Excellent listening skills.
• Required to communicate clearly with diverse audiences and must have

Desired

• Social media strategies and protocols
• Photography and graphic design concepts
• Communications, community engagement, and marketing concepts

MINIMUM QUALIFICATIONS:

EDUCATION:

Bachelor’s degree in communications, business/public administration, or related field.

SUBSTITUTION:

Additional qualifying work experience may substitute for the education requirement on a year-for-year basis.

EXPERIENCE:

Three to five (3-5) years of increasing responsibility in administrative support work; experience serving an executive within a large public or private organization; which includes office management, preparing communications for external audiences, coordinating and delegating tasks, resolving problems, interpreting and applying policies and procedures.

CLEARANCES:

Criminal Justice fingerprint and background check.