General Description
Provides administrative assistance to the school principal and serves as team leader to oversee effective operations of the front office. Performs a variety of moderately complex work within established procedures and standard practices. Some specialized knowledge of the school’s policies and procedures is required. Work is performed under general supervision without specific instruction, requires frequent coordination with others at all organizational levels within and outside the school and may require handling of sensitive information or dealing tactfully with the public. Considerable judgment and the ability to prioritize and organize work are required.
Essential Job Functions
- Performs secretarial and administrative work required to ensure the efficient operation of the office, such as entering time and attendance, faculty attendance, obtaining substitutes and scheduling building use. Assists the principal with routine and confidential secretarial tasks by composing correspondence; scheduling interviews, designing and preparing forms, charts, calendars, handbooks or reports and maintaining the principal’s appointment calendar.
- Provides work direction, cross-training and guidance to office support personnel and student aides to ensure efficient front office operations and adequate office coverage at all times. Monitors workflow and progress of work produced. Meets regularly with office staff to communicate new or revised policies and procedures and to pinpoint employee concerns. Makes recommendations to administrative staff to improve office operations.
- Provides bookkeeping services for the assigned school. Balances and maintains the accounts for both county appropriated funds and activity funds. Prepares invoices to submit to accounts payable for payment and tracks status. Provides status reports to the Principal regarding availability of funds. Utilizes the accounting system software currently used for school activity funds. Collects activity fees for a variety of programs; records and reconciles all monies received. Writes checks and prepares reports of monthly transactions for the finance department. Reconciles bank statements on a monthly basis. Assists the school principal and assistant principals with the yearly budget process. Runs year-end reports including year-to-date and audit reports.
- Serves as central information point to public, students and faculty regarding a variety of matters related to school operations and policies. Responds to inquiries which do not require the supervisor’s attention. Obtains and provides information requested from within and outside the organization. Maintains good rapport with students, staff and parents.
- Prepares and tracks status of non-contractual agreements.
- Orders and maintains office supplies. Ensures availability of funds for purchases.
- Attends training sessions to stay informed of current and revised policies and procedures; ensures related policy and procedure manuals are up-to-date. Assists the administration in training school personnel on proper procedures for receipting funds and requesting disbursements.
- Performs other related duties as assigned.
Budgetary Responsibility :
Ensures expenditures are in compliance and within the approved budget.
Report Preparation :
Prepares a variety of reports as needed for the principal related to building operations and programs. Prepares monthly financial reports for the finance department and building principal.
Equipment Operation :
Operates personal computer and general office equipment
Contacts : General public – to obtain or provide information – daily. Vendors, other school systems, County Parks & Recreation Dept, organizations using facility – to provide or obtain information – as needed.
Work Direction :
Provides work direction to school office staff.
Supervision :
Assists in screening and interviewing applicants for office staff positions and provides input into performance.
Decision Making :
Performs majority of work tasks independently. Supervisory approval is required for purchases, personnel transactions and correspondence and is consulted in unusual or complex situations.
Formal Policy-Setting Responsibilities : N/A
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 finger; reach with hands and arms; handle paper files, records, computer and equipment controls; talk and hear. The employee is required to stand, walk, stoop and kneel.
Work Environment :
No risk to physical health or safety; work is performed in an office environment; noise level is quiet to moderate.
Qualifications
Considerable knowledge of office operations and procedures and of business English and mathematics and office equipment to include manual and automated filing systems. Some knowledge of school programs and regulations. Working knowledge of basic bookkeeping and general accounting principals and practices. Working skill in the use of an adding machine and personal computer, utilizing word processing, spreadsheet and database software. Demonstrated ability to accurately perform mathematical calculations and reconcile accounts. Demonstrated ability to compose correspondence, assemble data and prepare reports, charts and forms. Demonstrated ability to organize work and lead the work of others; to communicate effectively both orally and in writing in a tactful and confidential manner; to interpret and apply policies and procedures; to exercise judgment and work effectively with all levels of personnel, students and the public. Education, training or experience sufficient to demonstrate the required knowledge, skills and abilities.
Requirements
Education, training or experience sufficient to demonstrate the required knowledge, skills and abilities.
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.
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 benefits page
01
Have you ever been convicted of a felony?
- Yes
- No
02
Have you ever been convicted of an offense involving the sexual molestation, physical or sexual abuse or rape of anyone?
- Yes
- No
03
Have you ever been the subject of a founded case of child abuse and/or neglect?
- Yes
- No
Required Question
Agency Chesterfield County Public Schools
Address P.O. Box 10
Chesterfield, Virginia, 23832
Phone +1 (804) 748-1984
Website http://oneccps.org