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Administrative Secretary - Communications & Community Outreach

Employer
Chesterfield County Public Schools
Location
Midlothian, VA, US
Salary
Competitive
General Description

This position provides secretarial support to instructional specialists and teacher consultants. 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. Judgment is required.
Essential Job Functions

  • Screen visitors, receives all incoming telephone calls taking messages as required and processes all incoming mail. Maintains good rapport with public, schools and other departments. Provides routine information to the public and staff regarding matters related to the operation of the department.
  • Upload confidential student information into the database. Prepares reports/furnishes information requested from within and outside the division.
  • 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, contacts vendors for pricing, anticipated delivery, and terms. Processes all invoices for payment, ensuring proper coding and approval signatures. Knowledge of these procedures is crucial in order to adhere to proper procedures.
  • Makes all travel arrangements for department staff as well as teachers, to include hotel accommodations, registration, and means of travel.
  • Works closely within and outside the organization and may require handling of sensitive information dealing tactfully with the public.
  • 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. In many cases these workshops can serve hundreds at one time.
  • Maintains itineraries and schedules appointments for instructional specialist and teacher consultants.

Qualifications

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 and Googlepreferred). 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 Microsoft Access and Star Base are essential in order to perform this job successfully.

Requirements

Considerable experience using personal computers and Microsoft Office suite software. Any combination of education and experience equivalent to graduation from high school, supplemented with 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.

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