Administrative Assistant - Facilities - Chesterfield County Public Schools : Job Details

Salary: $41,144.00 - $69,929.00 AnnuallyLocation : Chesterfield, VAJob Type: 260 days, 8 hours per dayJob Number: 14896Department: OP - Facilities & MaintenanceLocation/Office: FacilitiesOpening Date: 11/01/2024FLSA: Non-ExemptGeneral DescriptionThis position provides primary secretarial support to the Director of Facilities and Maintenance. Performs complex administrativework within established procedures and standard practices to multiple departments. Work is performed under general supervision without specific instruction and requires coordination with others. Some specialized knowledge of the department's function is required. Contacts are frequently made at all organizational levels within and outside the department; requires handling of sensitive or controversial information and dealing tactfully with the public. Essential Job FunctionsEssential Job Functions:

• Performs the secretarial and administrative work required to ensure the efficient operation of the Facility Services office
• Manage and update shared Google Docs for all Facility Services contacts to include the organizational chart, Building Operations Supervisors and Day Porters along with updated lists of High School, Middle School and Elementary School Principals at Chesterfield County's schools.
• Complete work orders in the Maintenance Direct system when requested from various schools
• Must be able to anticipate needs of the department without specific instruction by asking relevant questions to secure necessary information
• Screens visitors and telephone calls and responds to inquiries via phone and email
• Schedules meetings and arrange candidate interviews through the NeoGov office system
• Coordinate meeting rooms as needed for large and small gatherings of Facilities and Maintenance staff
• Manage time and attendance for more than 100 staff members and submit data to payroll for processing, review and submit corrections as needed and serve as a liaison between Facility Services and the payroll office.
• Must be able to perform tasks simultaneously, using exceptional organizational skills and gathers required information without being prompted
• Must be detailed oriented with a focus on accuracy and the ability to work under tight deadlines
• Provides direction, answers question and provides guidance to office support personnel
• Manage and maintain files in paper format and electronically
• Plan and execute all details related to office events for the entire Facility Services team
• Exercise judgment and work effectively with all levels of the organization and the public
• Must be able to establish contact and maintain working relationships in a professional manner

Budgetary Responsibility:Maintains courtesy funds for Facility Services, keeps track of balances and makes bank deposits as necessary. Prepares and submits reimbursement requests to County Accounting for required training and licensure requirements for staff.Report Preparation:Prepares regular reports as requested.Equipment Operation:Utilizes computer and basic office equipment.Contacts:Establishes and maintains working relationships with other offices, schools and governing agencies.Work Direction:N/ASupervision:N/ADecision Making:Functions independently under general supervision.Formal Policy-Setting Responsibilities:N/APhysical 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 vision, distance vision, depth perception and the ability to adjust focus.Work Environment:The employee regularlyworks in an office setting. The noise level in the work environment is quiet to moderate.QualificationsExtensive knowledge of office practices and procedures, automated office systems, the department's policies and procedures, and the supervisor's responsibilities and school division programs. Demonstrated ability to edit weekly reports and general administrative tasks using proper grammar, spelling and punctuation. Must have excellent computer skills including a working knowledge of various software. Demonstrated ability to manage office activities and administrative work, relate policies and procedures, communicate effectively both orally and in writing, exercise judgment and work successfully with all levels of the organization and the public. RequirementsEducation, training and experience sufficient to demonstrate the required knowledge, skills and abilities. A minimum of 5 years' experience working in an office environment is preferred.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, the 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.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.To learn more details, visit our 01 Have you ever been convicted of a felony?

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02 Have you ever been convicted of an offense involving the sexual molestation, physical or sexual abuse or rape of anyone?

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03 Have you ever been the subject of a founded case of child abuse and/or neglect?

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