Administrative Assistant I (One Year Only, Pending Available

Fairfax County Public Schools•West Springfield, MA

About The Position

Serves as an administrative assistant to one or more school-based administrators or central office assistant directors, senior managers, or specialists. The role relieves the assigned administrator of routine administrative tasks and helps ensure the smooth and efficient operation of the assigned office or section. Depending on the assignment, duties may support a school main office, student services office, or student activities office. In a main office, the assistant greets and assists students, families, staff, and community members, issues work permits, and may help coordinate classroom coverage or substitute services. In a student services office, the assistant supports registration, enrollment documentation, student records, course selection materials, and related events. In a student activities office, the assistant processes designated school community-use requests, schedules activities, maintains eligibility and activity records, and serves as a liaison to school and organization groups. The position operates in a professional office or school environment with mostly low-to-moderate noise. It routinely uses standard office equipment.

Requirements

Any combination of education and experience equivalent to graduation from high school or possession of a General Equivalency Diploma (GED) certificate.
One year of experience in general office administration or office support.
Knowledge of office or administrative-setting procedures, practices, and operations.
Knowledge of, or ability to learn, applicable local, state, and federal laws and regulations.
Proficiency with technology and ability to learn associated software applications.
Skill in business English, grammar, spelling, and punctuation.
Organizational and time-management skills, including the ability to multitask.
Ability to maintain confidentiality.
Ability to provide positive customer service and develop and maintain effective working relationships with culturally diverse students, families, school staff, and community members.
Ability to communicate effectively, orally and in writing.

Nice To Haves

Finance or accounting coursework.
Financially related work experience.
Advanced degree(s) beyond the minimum degree requirement in a relevant field may be considered for some experience.

Responsibilities

Plans, initiates, and organizes administrative office activities.
Provides administrative assistance for school or central office activities and relieves the assigned administrator of routine administrative tasks.
Handles the supervisor’s telephone calls and mail, responding to matters within the assistant’s scope and forwarding other matters with relevant background material.
May sign the supervisor’s name to routine correspondence when requested.
Reviews outgoing correspondence for format, spelling, punctuation, and grammar before submitting it for the supervisor’s signature.
Resolves conflicts associated with the operation of the administrative office.
Uses computer software and related equipment to prepare confidential and general correspondence and other documents.
Attends meetings and conferences and takes official minutes.
Researches and develops material for official engagements.
Tabulates statistical data and prepares reports.
Maintains control records for incoming correspondence and action documents, and follows up on work in progress to ensure timely responses or action.
Maintains the supervisor’s calendar.
Coordinates meetings and conferences, schedules time and place, and notifies attendees.
Makes travel arrangements.
May perform routine financial and accounting tasks and/or order general office supplies.
Performs related duties as required or assigned.
In a school main office, greets, assists, and provides information to students, families, staff, and community members; issues work permits; may assist with classroom coverage or substitute services; and may back up office operations such as clinic room aide duties as operationally necessary.
In a student services office, supports registration and may serve as a backup operator of the student information system (SIS); receives cumulative files and enrollment packets; verifies enrollment, eligibility, residency, and health/immunization records; maintains registration, withdrawal, and transfer records; assists with course selection sheets and the course catalog; and helps plan and prepare student services events and activities.
In a student activities office, processes community-use requests for the designated school, schedules activities, maintains eligibility lists, rosters, schedules, and activity registration lists, serves as a liaison to school and organization groups, and helps plan and prepare activities and events.