Executive Office Associate I

at  Virginia Beach City Public Schools

Under the leadership of a Chief, School Board Attorney, or School Board Auditor, the position is responsible for providing a variety of office assistance activities; ensuring the proper operation of the department; assisting the department head with clerical and administrative matters; preparing and maintaining complex and confidential files.

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.
A comparable amount of training and experience may be substituted for the minimum qualifications.

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.

(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.)
Screen visitors and telephone calls directed to the Chief.
Provide information to the public or direct requests to the appropriate department.
Receive, process, date stamp, and distribute mail.
Handle a variety of administrative or technical assignments as assigned.
Arrange meetings and conferences.
Maintain appointment calendar, and schedule appointments and interviews.
Take and transcribe correspondence and memoranda.
Compose and type letters and memoranda independently for the Chief’s signature.
Type reports and minutes of meetings.
Receive e-Mail messages for Chief; convey messages and relay responses as appropriate.
Set up and maintains filing systems and office procedures.
Type reports, correspondence, memorandums, schedules, contracts, and statements.
Keep confidential files.
Collect information and prepare complex reports.
Prepare office budget documents and supporting information.
Process accounts payable information.
Provide guidance and leadership to subordinate clerical position(s).
Prepare purchase requisitions for office materials and supplies.
Perform related work as required.