Administrative Assistant - 10 Month chez Stafford County Public Schools

Title:    Administrative Assistant

Office/Department:  Safety and Security

Pay Grade:       Clerical Scale Grade C13

Work Calendar:           Service 185 days (10-Month)

FLSA Status:  Non-Exempt

GENERAL PURPOSE

Working with all staff within the Safety and Security Department (S&S) and reporting to the Director, the Administrative Assistant will perform general clerical duties to support the department and Security Operations Center (SOC) as assigned. Primary duties include processing fingerprints for all school volunteers and district contractors, supporting our Safety and Security Specialist to assist in monitoring the SOC, track video requests, complete video transfers, daily incident and injury tracking, provide logistic support by delivering supplies to schools, track and maintain inventory, key management, provide customer service in person and via telephone.

Successful candidates will help S&S meet its mission by ensuring compliance with legal and policy requirements for record keeping and contributing to a fast paced work environment that helps provide for a safe and secure school district while maintaining a high level of confidentiality. Candidates will also need to demonstrate strong attention to detail in record keeping and written communication and the ability to work well with colleagues and the public.

MAIN JOB TASKS AND RESPONSIBILITIES

Provide customer service to employees, volunteers, contractors, and other stakeholders

• Serve as a receptionist for the department for in-person appointments, telephone and email inquiries, addressing basic questions wherever possible and directing other inquiries to the appropriate party
• Operate fingerprinting service required by state law, maintains accurate records of results, and shares results with colleagues to facilitate hiring activities
• Assist in monitoring the Security Operations Center and providing support to our Safety and Security Specialist
• Assist with video requests and completing video transfers as requested

Maintain accurate records and support department processes

• Support Office Manager by maintaining accurate billing records for fingerprinting
• Support the department by tracking and logging all daily incidents and assisting with compliance initiatives
• Review documents and data sources for accuracy, completeness, and conformance to established standards
• Develop and maintain a filing system that enables quick access for all S&S staff to relevant materials
• Facility key accountability and tracking
• Manage department inventory and order replacement supplies when needed
• Collaborate with colleagues to develop and update administrative systems to make them more efficient

Provide clerical support to department staff as needed

• Collect and prepare data for records and reports as assigned
• Assist with preparation of printed materials as needed
• Prepare and deliver correspondence or supplies on behalf of department as needed

Support and demonstrate core values of the Department of Safety and Security

• Responds promptly and thoroughly to written and oral requests for information
• Complies with a high level of confidentiality due to the nature of the information received in the Department of S&S
• Complies with all District and School policies and regulations, including but not limited to guidelines for confidentiality
• Maintains a clean, neat appearance, appropriate to position
• Maintains a record of appropriate attendance and punctuality
• Serves as an optimal role model for students, colleagues, and the general public
• Works in close harmony with colleagues, supervisors, and co-workers
• Performs other related duties as required / assigned

EDUCATION AND EXPERIENCE

• High School Diploma or equivalent required
• Two (2) years of job related experience required
• Training or professional experience related to clerical duties preferred

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge
  • Standard office practices and procedures, equipment, and clerical skills
  • Thorough knowledge of English grammar, usage, spelling, punctuation, publication and computation skills
• Skills
  • Operation of a variety of office and computer equipment
  • Operation of a variety of information and tracking systems
  • Use of Microsoft Office, especially Word, Excel, and PowerPoint
  • Use of Google Suite including Docs, Sheets, Slides, and Forms

• Abilities
  • Deliver effective written and verbal communication
  • Establish and maintain effective working relationships with others
  • Consistently implement SCPS policies, regulations, and procedures
  • relevant to office operations
  • Work cooperatively in a team environment to meet goals
  • Bilingual capabilities preferred; at a minimum, the ability to understand and to make one’s self understood to all Spanish speaking individuals
  • Demonstrate excellent oral and written communication skills and ability to greet the public warmly
  • Organize and perform work independently
  • Work on multiple projects while meeting all deadlines
  • Demonstrate initiative and flexibility
  • Show sustained effort and enthusiasm in quality and quantity of work

WORKING CONDITIONS and PHYSICAL REQUIREMENTS

• Work environment is primarily inside, where the noise and temperature levels are moderate
• The work is medium work which requires exerting up to 50 pounds of force occasionally, and requiring exertion of up to 20 pounds of force to move or lift objects
• The following physical and mental abilities are representative of those expected to complete the essential functions of the job:
  • Standing for prolonged periods
  • Sitting for prolonged periods
  • Repetitive motions with the hands, wrists, or fingers
  • Repetitive motions with force on the back or lower body
  • Understanding and communicating in spoken language
  • Understanding and communicating in written language
  • Perception of sounds
  • Making decisions using logic and rational thinking

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations shall be made, as required by law, to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties, just as though they were actually written out in this job description.