This position provides secretarial support to math and science specialists. The individual performs a variety of complex work within the established procedures and standards. Work is under general supervision and requires coordination with others. Some specialized knowledge of the department is required. Contacts are made frequently within and outside the organization and may require dealing tactfully with individuals on sensitive issues. Professional judgment is required.
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Essential Job Functions:
Screens visitors, receives all incoming telephone calls taking messages as required, and processes all incoming mail
Maintains good rapport with the public, schools and other departments; Provides routine information to the public and staff regarding matters related to the operation of the department
Prepares reports and furnishes information requested from within and outside the division, as appropriate
Responds to inquiries from within and outside the school system regarding matters, which in the employee’s judgment, do not require the supervisor’s attention
Maintains all financial records; Prepares purchase requisitions and contacts vendors for pricing, anticipated delivery, and terms; Processes all invoices for payment, ensuring proper coding and approval signatures
Maintains an organized system for paperwork
Makes all travel arrangements for department staff as well as teachers, to include hotel accommodations, registration, and means of travel
Works closely with others both within and outside the organization and may require handling of sensitive information dealing tactfully with the public
Demonstrates consistent organization of physical and digital materials, including files, tools, and supplies
Maintains a clean, orderly, and efficient workspace to ensure productivity and minimize errors
Responds promptly to emails, calls, and messages to support smooth workflow and team collaboration
Provides clear, concise, and accurate updates to supervisors, colleagues, and clients within agreed-upon timelines
Sets up and prepares for workshops and other training conducted by office staff, which includes the registration process, obtaining proper materials, locating equipment, and securing appropriate space
Maintains itineraries and schedules appointments for curriculum specialists
Sets up temporary work assignments (TWAs) for tutoring and curriculum development, as needed by curriculum specialists
Maintains spreadsheets to monitor spending and track TWA hours
Performs other related duties as assigned
Budgetary Responsibility:
This position is responsible for maintaining all financial records for the specified department.
Report Preparation:
This position is responsible for preparing data reports as requested, using both the Microsoft and Google suites of software, as well as the division financial system.
Equipment Operation:
Computer, copier, fax machine, scanner, calculator, and other general office equipment
Contacts:
This position has frequent contact with the Chief Academic Officer, Principals and Assistant Principals, Directors, teachers, external vendors, other department personnel, County Government personnel, and parents.
Work Direction/Supervision:
This position does not supervise or provide work direction to others.
Decision Making:
This position requires independent decision making under specified policies and procedures. Consultation with the specialists and supervisor is needed for non-routine matters.
Formal Policy-Setting Responsibilities:
This position has no formal policy-setting responsibilities.
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 reach with hands and arms; handle paper files, records, computer and equipment controls; and to talk and hear. The employee is occasionally required to stand, walk, stoop, lift and move boxes when deliveries are made, or kneel. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus.
Work Environment:
While performing the duties of this job, the employee regularly works in an office environment. The noise level in the work environment is typically quiet to moderate.
Knowledge/Skills/Abilities:
Working knowledge of office practices and procedures and automated office systems; the school or department’s programs; proper grammar; spelling and punctuation. Working skill in operating personal computers, utilizing word-processing, database, presentation and spreadsheet applications (Word, Excel, Google preferred). Demonstrated ability to perform a variety of secretarial duties for one or more (as many as 5) professionals; communicate effectively both orally and in writing; exercise judgment and work with all levels of the school or department. Proficient use of the Microsoft and Google suites of software are essential in order to perform this job successfully.
Requirements:
Education, training, or experience sufficient to demonstrate the required knowledge, skills, and abilities
Preferred: At least four years of increasingly responsible experience in clerical work, and experience or specific courses in bookkeeping and/or experience involving maintenance of financial records
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
Compensation
$39,402.85 - $66,967.41
Hours Per Day
8
Days Per Year
260
Benefits
Chesterfield County Public Schools offers a wide variety of benefits to employees. Benefit offerings may differ based upon full-time and part-time employee status.
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.