Administrative Assistant III Job at Fairfax County Public Schools in Falls Churc

Summary

Serves as administrative assistant to a secondary, high, or alternative high school principal or a central office director or executive director; relieves supervisor of routine administrative tasks and ensures smooth and efficient operation of the assigned office.

Qualifications

Required

• Any combination of education and experience equivalent to graduation from high school or possession of a General Equivalency Diploma (GED) certificate.
• Three (3) years of experience in general office administration or office support.
  • Advanced degree(s) beyond the minimum degree requirement in a relevant field may be considered for some experience.
• Knowledge of procedures, practices, and operations of an office or administrative setting.
• Knowledge of applicable local, state, and federal laws and regulations.
• Proficiency in the use of technology and ability to learn associated software applications.
• Skill in business English, grammar, spelling, and punctuation.
• Organizational and time management skills with the ability to multitask.
• Ability to maintain confidentiality.
• Ability to provide positive customer service and to develop and maintain effective working relationships with culturally diverse students, families, school staff, and community members.
• Ability to communicate effectively, both orally and in writing.

Preferred

• Finance or accounting course work.
• Finance related work experience.

Major Duties/Essential Functions

1. Plans, initiates, and manages administrative office activities.
2. Serves as administrative assistant and office manager for the school's or central office's activities.
3. Performs complex and responsible duties for supervisor.
4. Appropriately handles supervisor's telephone calls and mail, personally responding to those that can be handled at the administrative assistant level, and forwarding the remaining calls or mail to supervisor with pertinent background material.
5. When requested to do so, may sign supervisor's name to correspondence of a routine nature.
6. Reviews all outgoing correspondence for format, spelling, punctuation, and grammar before submitting for supervisor's signature.
7. Resolves conflicts associated with the operation of the administrative office.
8. Uses computer software and related equipment to generate and produce confidential and general correspondence and other documents.
9. Attends meetings and conferences, taking official minutes.
10. Researches and develops material for use in official engagements.
11. Tabulates and prepares reports of statistical data.
12. Maintains control records on incoming correspondence and action documents and follows up on work in progress to ensure timely response or action.
13. Maintains supervisor's calendar.
14. Coordinates meetings and conferences, scheduling time and place, and notifying attendees.
15. Makes travel arrangements.
16. Performs related duties as required or assigned.
17. In a central office: In addition to the above, may perform routine financial and accounting tasks and/or order general office supplies for the assigned office/department.
18. In a school: In addition to the above, may assist in coordinating classroom coverage and/or substitute services; may serve as backup for office operations such as clinic room aide as required by operational necessity.

Work Environment/Physical Requirements

This job operates in a professional office or school environment and has a noise level of mostly low to moderate. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines.