Administrative Office Assistant - Department of Instruction

Hopewell City School District • Hopewell, VA

9h • Onsite

About The Position

This role is best suited for someone who picks up new tasks and systems quickly and needs little repeat explanation; juggles competing priorities and deadlines while staying organized and calm under pressure; is comfortable with technology and confidently uses Google, Microsoft, and other office and accounts payable platforms to get work done efficiently; and brings a proactive, service-oriented mindset to a fast-paced school or office environment, anticipating what the directors, callers, and visitors need before being asked.

Requirements

• Any combination of education and experience equivalent to graduation from high school or possession of a General Equivalency Diploma (GED) certificate.
• Five years of experience in general office administration or office support.
• Proficiency in Google Workspace and Microsoft Office Suite applications, and the ability to learn other technology platforms and software used by the division, including accounts payable programs and functions.
• Knowledge of procedures, practices, and operations of an office or administrative setting.
• Knowledge of or ability to learn applicable local, state, and federal laws and regulations.
• Skill in business English, grammar, spelling, and punctuation.
• Organizational and time management skills with the ability to multitask in a fast-paced environment.
• Ability to maintain confidentiality and to handle sensitive information with discretion.
• Ability to provide positive customer service and to develop and maintain effective working relationships with school division staff, and community members.
• Ability to communicate effectively, both orally and in writing.

Nice To Haves

• Prior experience in a school or office setting.

Responsibilities

• Provides advanced-level administrative and clerical support to assigned central office directors, ensuring smooth and efficient operation of the office.
• Develops, types, and reviews correspondence, reports, lists, forms, tables, and memorandums from rough drafts or oral instruction; drafts routine correspondence for supervisor's signature.
• Greets, assists, and provides information to families, staff, and community members; answers and directs telephone calls, takes messages, and responds to inquiries.
• Maintains supervisor's calendar; coordinates and schedules meetings and conferences, notifies attendees, and makes travel arrangements.
• Enters and updates student discipline and other records in the school's student information system; monitors records for completeness and accuracy.
• Performs routine accounts payable functions, including processing invoices and reimbursements, and assists in compiling and completing monthly and budget reports.
• Obtains, gathers, and organizes pertinent data and inputs it into usable form; maintains confidential files of correspondence, forms, and reports.
• Maintains control records on incoming correspondence and action documents and follows up on work in progress to ensure timely response or action.
• Performs related duties as required or assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED