Location: Virginia Beach,VA, USA
Classified - Position - Clerical - Non School-Based
Job Number 370#######
Start Date
Open Date 11/22/2024
Closing Date 12/04/2024
GENERAL RESPONSIBILITIES
Under the leadership of a Chief, School Board Attorney, or School Board Auditor, this role is pivotal in supporting department operations. Responsibilities include managing diverse office tasks, ensuring smooth departmental functioning, assisting with administrative and operational tasks, preparing and safeguarding complex confidential records, and contributing to budget preparation and monitoring. A key aspect of this position is providing essential support to the assigned staff member, enabling them to focus on strategic priorities and ensuring the department's overall success.
ESSENTIAL FUNCTIONS
(These are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.)
Administration and Office Management
* Screen visitors and telephone calls directed to the assigned staff member, ensuring appropriate access.
* Establish and maintain filing systems (electronic or by other means) and office procedures, ensuring the security and confidentiality of sensitive information.
* Provide information to the public or direct requests to the appropriate department.
* Manage the receipt, processing, tracking, and distribution of incoming mail and other correspondence, ensuring timely and accurate routing to the appropriate parties.
* Compose, type, and prepare letters, memoranda, reports, correspondence, schedules, contracts, and statements independently for the Chief's signature.
* Review letters and memorandums drafted by staff for accuracy, clarity, and alignment with organizational standards before final approval and review by the assigned staff member.
* Receive and manage the assigned staff member's email communication, as allowed, conveying messages and responses as appropriate.
* Handle a variety of administrative or technical assignments as appropriate.
* Provide guidance and leadership to clerical staff, ensuring efficient workflow and professional development.
Executive and Financial Support
* Manage the assigned staff member's calendar, scheduling appointments and important dates as required.
* Collect information and prepare detailed complex reports.
* Prepare office budget documents and supporting information.
* Create and manage purchase requisitions for office materials and supplies and ensure timely processing of accounts payable transactions and documentation through an automated financial platform.
Meeting and Event Coordination
* Arrange meetings, conferences, and appointments.
* Prepare reports and document minutes of meetings.
* Perform related work as required.
KNOWLEDGE, SKILLS AND ABILITIES
Thorough knowledge of standard office practices, procedures, equipment, and office assistance techniques; thorough knowledge of school division functions, organization and policies; thorough knowledge of business English and spelling; ability to establish and maintain effective working relationships with school officials, the general public and associates; ability to work under pressure; ability to organize and perform work independently; ability to lay out and type complex forms and tables; ability to make difficult arithmetic calculations; ability to type, take and transcribe dictation at a reasonable rate of speed; ability to operate a personal computer and other standard office equipment including applications that enable remote and collaborative teamwork; ability to supervise other clerical staff.
EDUCATION AND EXPERIENCE
Required: High School Diploma or GED. College-level courses in office management, secretarial science, or related field Extensive increasingly responsible experience in secretarial work.
PHYSICAL REQUIREMENTS
Must have the use of sensory skills in order to effectively communicate and interact with other employees and the public using the telephone and personal contact as normally defined by the ability to see, read, talk, hear, handle or feel objects and controls. Frequent sitting, grasping, fingering, repetitive motion, and reaching. Occasional walking, standing, bending, stooping, balancing, and crouching. Ability to lift up to 20 pounds occasionally. Requires timely and regular adherence to established work schedules.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential tasks.
SPECIAL REQUIREMENTS
Regular and reliable attendance is an essential function of this position.
HOW TO APPLY
Please see Job Posting Link below for a complete job description.
External Applicants: If you are interested in applying for this position, you must create an account. Please select Login and Apply from the bottom of this posting. After creating an account, please login, complete the online application, and apply for this job.
Eligible Internal Applicants: Follow these instructions to complete a transfer application. After creating an account, please complete the application and apply for this job.
Reports To Chief Human Resources Officer
Full Time or Part Time? Full Time
Job Posting Link
Salary Range: From/To
Hourly rate range: $22.35-$32.61
Compensation will be based on job-related creditable years of full-time, verified work experience. The entry-level rate will be awarded at the time of hire. Upon the return of employment verification forms from the candidate's current and previous employers, the rate will be adjusted if creditable full-time experience is confirmed.
VBCPS offers a full range of benefits including health insurance, paid life insurance, paid sick/annual leave, tuition reimbursement, professional development and membership in the Virginia Retirement System.
Unified Experience Based Step Pay Scale: U13
FTE 1.000
Start Date 2024-2025 School Yr
Additional Job Information
All applicants, both internal and external, must attach a current detailed resume to your electronic application.
Virginia Beach City Public Schools does not discriminate on the basis of race, color, religion, national origin, sex, sexual orientation/gender identity, pregnancy, childbirth or related medical condition, disability, marital status, age, genetic information or veteran status in its programs and activities. (Reference: School Board Policies 2-33,4-4,4-6)
To seek resolution of grievances resulting from alleged discrimination or to report violations of these policies, please contact the Chief Human Resources Officer at (757) ###-####,2512 George Mason Drive, Municipal Center, Building 6, Virginia Beach, VA, 23456.
Alternative formats of this application which may include taped, Braille, or large print materials are available upon request for individuals with disabilities. Call or write the Department of Human Resources, Virginia Beach City Public Schools, 2512 George Mason Drive, P.O. Box 6038, Virginia Beach, VA 23456-0038. Telephone: (757) ###-#### (voice); (757) ###-#### (TDD) or email at: ...@vbschools.com.