Administrative Assistant

Job | Posted 2 months ago
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Position Areas
Non-Instructional Support

Description

GENERAL
 Works cooperatively with the Supervisor for Health Services, secretarial and Student Services staff to provide the support needed to insure the effective and efficient operation of the department through team work and shared decision making.
 
DUTIES AND RESPONSIBILITIES
 

  • Works with the secretarial staff to insure that the office runs smoothly; performs general office duties such as ordering supplies, calling in repairs to building and equipment, answering phone, managing mail, files, maintains confidentiality, has general knowledge of duties of other secretaries.
  • Serves as receptionist when needed; receives telephone calls and visitors to the office.
  • Preperes monthly and extensive End-of-Year Reports (Health Services, Homebound, Disciplinary).
  • Provides secretarial support for the school division’s Health Services Coordinator.  Plans for and prepares for a variety of meetings either attended by or chaired by the Coordinator; including special workshops, training sessions and presentations.  Prepares and distributes agendas/minutes and coordinates facility location.
  • Provides support to all school nurses.  Duties include, but are not limited to, ordering and distributing medical supplies; arranging for repair/maintenance of medical equipment (i.e., Titmus and Impedance machines).
  • Provides support to Occupational and Physical Therapists as needed.
  • Provides secretarial support for the school social workers to include Student Services-III follow-ups and warrants requests.
  • Maintains and updates all Health Services/Homebound forms and manuals.
  • Serves as bookkeeper and accountant for Coordinator; assists with management of the budget by recording expenditures per individual accounts, doing budget transfers when necessary; prepares purchase orders;  and all other related budgetary tasks.
  • Prepares all monthly time sheets, travel reports and reimbursement requests for supplemental payroll.
  • Operates all standard office equipment such as computer, transcriber, copy machine, typewriter, calculator, postage meter and shredder.
  • Uses computer effectively to reproduce correspondence, memoranda, reports, newsletters, handbooks, schedules, agreements, and purchase orders.
  • Files, maintains and verifies all student information; keeps all student records in accurate and confidential manner.
  • Meets all personal deadlines and manages time wisely; performs other clerical duties as assigned.
SUPERVISION EXERCISED
None
  
SUPERVISION RECEIVED
Performs duties under the supervision of the Coordinator of Health Services.
  
CONDITIONS OF WORK
 Fast-paced office duties, sometimes challenging and demanding, many deadlines with an unpredictable workload.  Must be able to relate to a variety of staff in different areas of work and on occasion, cope with unhappy parents and students.
  
QUALIFICATIONS REQUIRED
  • Possession of high school diploma or GED certificate.
  • Successful completion of a typing test at the rate of 50 words per minute.
  • Considerable secretarial experience, preferably in a highly divers office environment.
  • Ability to operate a variety of office equipment such as calculators, typewriters, micro-computers, etc.
  • Ability to communicate effectively, both orally and in writing.
  • Ability to establish and maintain harmonious working relationships with co-workers, other School Division personnel, and the general public.
  • Ability to interpret and follow oral and written instructions and directions.
  • Ability to perform under pressure.
  • Ability to think independently and make good decisions based on the information presented.
  • Ability to assume responsibility and complete projects with minimal supervision.

Posted By

Williamsburg-James City County School District

P.O. Box 8781 117 Ironbound Rd., Williamsburg, VA 23187
 

At the following locations

Health and Homebound

117 Ironbound Road , Williamsburg, VA 23185