Administrative Assistant to the Chief Academics and Accountability Officer

at  Roanoke City School District

KNOWLEDGE, SKILLS, AND ABILITIES

Thorough knowledge of School System functions. Proficient in advanced secretarial and multiple computer skills, as well as the operation of office machines. Knowledge of school district organization and operations preferred. Possesses excellent organizational, communication, and interpersonal skills. Ability to maintain confidentiality and to respond sensitively to questions and complaints from students, parents, staff, and the public. Thorough knowledge of standard office practices, procedures, equipment, and office assistance techniques; thorough knowledge of business English, spelling, and arithmetic; thorough knowledge of departmental programs and policies; ability to type, take, and transcribe dictation accurately and at a reasonable rate of speed; ability to make arithmetical calculations; ability to operate a variety of office equipment; skilled in the use of data and word processing equipment; ability to establish and maintain effective working relationships with school officials, the general public, and associates; ability to follow oral and written instructions.

EDUCATION AND EXPERIENCE

Any combination of education and experience equivalent to graduation from high school including or supplemented by courses in typing and stenography and extensive clerical and secretarial experience. Prefer continuing college or course work. Prefer possession of advanced secretarial training or certification.

PHYSICAL REQUIREMENTS

This is sedentary work requiring the exertion of up to 10 pounds of force occasionally and a negligible amount of force frequently or constantly to move objects; some light work requiring the exertion of up to 20 pounds of force occasionally, up to 10 pounds of force frequently, and a negligible amount of force constantly to move objects; work requires reaching, pushing, pulling, lifting, and fingering; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to receive detailed information through oral communications and/or to make fine distinctions in sound; visual acuity is required for preparing and analyzing written or computer data, determining the accuracy and thoroughness of work, and observing general surroundings and activities. This position requires the ability to communicate (oral and written), coordinate, instruct, compute, and to evaluate on a consistent and on-going basis. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential tasks.

GENERAL RESPONSIBILITIES

Facilitates the efficient operation of the Chief Academics and Accountability Office and provides support services. Manages confidential information and frequent contact with Executive Staff members, administrators, principals, other district employees, School Board members, parents, students, community members, and local and state officials.

ESSENTIAL TASKS

The following duties are normal for this position. The omission of specific statements of duties does not exclude other duties if the work is similar, related, or a logical assignment for this position. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job description. Other duties may be required and assigned.

• Serves as confidential assistant to the Chief of Academics and Accountability.
• Serves as primary contact for the Academics and Accountability Department.
• Answers telephones and dispatches messages for the Chief Officer.
• Composes and types letters and memoranda in conformance with School Board policies and from brief or little instruction; transcribes notes for meetings.
• Maintains filing system for the Chief Academics and Accountability Officer.
• Assists in compiling information and preparing reports as needed.
• Checks and reviews a variety of data for accuracy, completeness, and conformance to established standards.
• Assists the Office of Data and Analysis with the creation of data reports and booklets.
• Communicates with visitors and parents and refers to proper department for assistance. Assist with parent, principal, and secretary inquires professionally and knowledgeably.
• Works in collaboration with the Department of Instruction and Administration.
• Coordinates travel arrangements, reservations, and reimbursements for the Chief Academics and Accountability Officer.
• Coordinates the Chief of Academics and Accountability’s calendar and schedules meetings, conferences, etc.
• Prepares and maintains payroll and leave for the Academics and Accountability Department.
• Prepares purchase requisitions, coordinates payments to vendors, processes payment vouchers, and prepares monthly reconciliation.
• Troubleshoots and resolves budgetary and accounts payable issues for the Chief Academics and Accountability Officer’s accounts.
• Coordinates the usage, fiscal reporting, and related compliance for the department’s purchasing cards.
• Maintains office equipment; researches and purchases new and replacement office equipment.
• Performs other duties as assigned.