Administrative Assistant - Constituent Services
Full Time
Midlothian, VA 23112
Posted
Job description
General Description
Provides primary secretarial support to the Director of Constituent Services and Student Leadership and Specialist for Student Conduct. Performs complex administrative work within established procedures and standard practices. Work is performed under general or minimal supervision without specific instruction and requires coordination with others. Requires handling of sensitive, confidential and sometimes controversial information and dealing tactfully with the public.
Essential Job Functions
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Interest and desire in working with at-risk students and families.
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Performs the secretarial and administrative work required to ensure the efficient operation of the office. Screens visitors, telephone calls and mail. Responds orally and in writing to routine inquiries from within and outside the school division, directing non-routine matters to the appropriate individual. Maintains appointment calendar and schedules meetings and hearings. Coordinates arrangements for meeting rooms, equipment and materials.
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Prepares reports and provides information requested from within and outside the division. Establishes and maintains working relationships with other offices, schools and governing agencies.
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Coordinates the scheduling of School Board hearings with the Clerk of the School Board. Prepares expulsion and long term suspension appeal packets for School Board discipline hearings. Prepares correspondence on School Board decisions for signature of the School Board Clerk. Prepares all correspondence to parents regarding expulsion, long term suspensions, readmissions and exclusions. Enters all discipline actions into the SBAR/Synergy database as needed.
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Provides leadership to office personnel.
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Coordinates and distributes work to office personnel, when appropriate.
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Serves as time and attendance liaison.
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Maintains Intra-net web site.
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Maintains budgets for Pupil Placement, Student Conduct and Chesterfield Community Academy.
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Prepares correspondence for residency appeals and discipline.
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Prepares and coordinates Standards for Student Conduct and Managing Student Conduct booklets for printing.
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Assists with training school staff.
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Performs other duties as assigned.
Budgetary Responsibility :
Monitors departmental budget, issues purchase orders and ensures that all expenditures are within budgetary guidelines.
Report Preparation :
Prepares reports as requested by the Director as needed.
Equipment Operation :
Operates general office equipment such as personal computer, telephone, calculator, copier, scanner and fax.
Contacts
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Contact with school Administrators, Superintendent’s Office staff, Office of Instruction and Special Education takes place on a regular basis to provide or obtain information.
Decision Making :
Moderate level of decision-making responsibility required with ongoing discussions with the Administrator.
Physical Demands: The physical demands described here represent those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job the employee is regularly required to use hands to lift, support, handle or feel objects, tools, equipment and/or controls; reach with hands and arms and talk and hear. The employee is occasionally required to stand, walk, sit, climb or balance and stoop or kneel. Specific vision abilities required by this job include close and distance vision, depth perception and the ability to adjust focus.
Work Environment :
The employee regularly works in an office environment with a quiet to moderate noise level.
Qualifications
Considerable knowledge of office operations and procedures; business English and mathematics and office equipment. Some knowledge of the department’s policies and procedures. Knowledge of Student Information Systems strongly preferred. Skill in operating personal computers, utilizing spreadsheet, word processing and presentation software (Word, Excel and Power Point preferred). Demonstrated ability to compose correspondence and to edit work for proper grammar, spelling and punctuation; to manage office activities and administrative work, to interpret and apply policies and procedures; to communicate effectively with all levels of staff, students and their families using discretion and professionalism in handling sensitive and confidential matters, able to handle stressful situations in a professional manner.
Requirements
Education, training or experience sufficient to demonstrate the required knowledge, skills and abilities.
Disclaimer: The information contained in this job description has been designed to indicate the general nature and level of work performed by employees assigned to this position. It is not designed to be interpreted as a comprehensive inventory of all duties and responsibilities and qualifications required of employees assigned to this position. This job description is not an employment contract. The employer reserves the right to modify this job description at any time without prior notice.
Applicants considered for employment must successfully complete the following background investigations/tests:
- Federal Bureau of Investigation (FBI) Criminal History Investigation
- State Police Criminal History Investigation
- Child Protective Services (CPS) Investigation
- Tuberculosis Screening/Test
Chesterfield County Public Schools assures Equal Employment Opportunities for employees as required by Federal and State Orders and Laws. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential tasks. This job description is intended to accurately reflect the position activities and requirements. However, administration reserves the right to modify, add, or remove duties and assign other duties as necessary. It is not intended to be and should not be construed as an all-inclusive list of all the responsibilities, skills, or working conditions associated with the position and does not imply an employment contract.
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