Public Relations and Communications Administrative Assistant

Thursday, July 26, 2018
Ingham Intermediate School District
Position Details: 

Under the general direction of the administrator and in compliance with established policies, procedures and practices, provides information and assistance to the customers of Ingham ISD, as well as general office and administrative support to Public Relations and Communications.

  • Monitors secure entry and greets all customers courteously, determines their needs, checks appointments and directs individuals to the proper person, office, meeting, building, and/or location.
  • Answers Ingham ISD main phone line and answers general questions about Ingham ISD and refers to information available on our website. Forwards calls to appropriate person or department if more details are required.
  • Provides assistance and guidance to others including but not limited to students, parents, constituent school districts, community agencies, district staff and others by evaluating the situation and determining the appropriate course of action, resource or referral.
  • Makes meeting arrangements. Duties may include, but are not limited to, coordinating logistical arrangements (room, food, equipment, etc.) and preparation/assembly of required materials.
  • Troubleshoots meeting room challenges for the district and coordinates with different departments to accommodate space needs if possible. Updates room booking system to reflect changes needed.
  • Maintains the daily schedule of outside meetings displayed on the district T.V. monitor through a software management tool.
  • Schedules yearly calendar for usage of District Facilities, such Heartwood’s gym and pool, our use of our sports fields.Ensures certificates of liability are up to date.Works with gym coaches, swim instructor, and building custodian on calendar changes as needed.
  • Maintains an attractive and comfortable receptionist lobby area keeping table and book rack stocked with current district publications and periodicals of general interest.
  • Reports to Facilities Manager or immediate supervisor any suspicious activities, unusual behavior of visitors or security risks.
  • Provides back-up support to the Superintendent’s Office by receiving phone calls and relaying information.
  • Sorts all mail delivered to the TEC building each morning.Coordinates with mail vendor to determine courier pick-up and drop-off needs, such as large package pick up and deliveries.
  • Composes, prepares and edits reports, forms, letters, presentations and other materials, which can be of a confidential nature.
  • Performs general office support tasks which may include but are not limited to handling routine correspondence and email communications, answering phones, providing information, maintaining files, sorting/distributing the mail, assisting with mailings, providing assistance to staff on usage and repair of equipment/facilities and ordering supplies/materials/equipment.