Administrative Assistant Sr. - School Board Attorney Temporary Work Assignment

Provides secretarial and administrative support for the Office of Legal Services.  A variety of complex work is performed within specific division objectives and policies requiring independent planning and coordination with others.  Contacts are made at all organizational levels within and outside the division, requiring the effective and thorough handling of sensitive or confidential information.  Must deal tactfully with individuals on a variety of matters resulting in positive outcomes.  Considerable independent judgment is required with the ability to appropriately handle multiple tasks simultaneously.

Essential Job Functions:

• Provides administrative and secretarial support to the School Board Attorney, Senior Assistant School Board Attorney,  and Assistant School Board Attorney.  Assists in the preparation of and proof reads complex court, legal, and other documents. Organizes and maintains files for efficient access.  Responds to telephone calls to the Office of Legal Services which may be of a sensitive or confidential nature from parents, staff, other school superintendents or local, state or federal officials.  Assesses the nature of the inquiry and determines the area of the Division that would be best able to address the issue, consulting with supervisor as needed.    Establishes and maintains effective working relationships with other offices, schools and governing agencies.

• Performs an extensive variety of secretarial and administrative support assignments to ensure the efficient operation of the office.  Forwards and distributes communications to the correct person based on knowledge of the Division and individual departments.   Maintains a communications log including tracking incoming mail, incoming documents requiring signature or authorization, parent concerns and concerns and issues received by telephone.

• Assists in the management and tracking of Freedom of Information Requests.

• Logs and manages Virginia Employment Commission hearing information.  Gathers necessary documents, maintains the file, and prepares the file for unemployment hearings as needed.

• Oversees the retrieval, compilation and timely dissemination of subpoenaed records in the custody of school system personnel.  Updates and supplements legal reference materials including the Code of Virginia. 

• Keeps abreast of changes in practices and policies of the school system and assists in providing operational direction to schools and offices.

• Handles confidential assignments; in coordination with the other Administrative Assistant Senior, provides scheduling support to the School Board Attorney, Senior Assistant School Board Attorney, and Assistant School Board Attorney.  

• Manages the budget and purchasing functions for the Office of Legal Services under the direction of the School Board Attorney.

• Performs other duties as assigned.

Maintains the budget and accounting status of the following entities: Office of the Superintendent, Office of the School Board Attorney and the Superintendent’s Instructional Support Account.

Collects data and prepares reports as requested.

Utilizes office equipment, such as office computer, copy machine, fax and multi-line phone system.

Daily contact with all levels within and outside the division, to obtain or provide information.  

This position does not provide work direction to or supervise other employees.

Performs majority of tasks independently, seeks supervisor's advice and guidance as needed.

N/A

Physical Demands:

The physical demands described here represent those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  While performing the duties of this job, the employee is regularly required to use hands to lift, support, handle or feel objects, tools, equipment and/or controls; reach with hands and arms; and talk and hear.  The employee is occasionally required to stand, walk, sit, climb or balance and stoop or kneel.  Specific vision abilities required by this job include close vision, distance vision, depth perception and the ability to adjust focus.

The employee regularly works in an office environment, the noise level is quiet to moderate.

Considerable knowledge of office practices and procedures, business English to include proper grammar, spelling, punctuation and business mathematics.  Considerable skill in word processing, the operation of office computers, to include the functional understanding of all software and automated systems used to facilitate all operations at central office. Demonstrated skill utilizing the Google Suite of software. Demonstrated ability to make accurate mathematical calculations.  Demonstrated ability to assist with the preparation of complex legal documents; to compose correspondence and to edit work for proper grammar, spelling and punctuation. Demonstrated ability to organize and manage office activities and administrative work; to communicate effectively both orally and in writing, exercise judgment and work effectively with all levels of the organization and the public.

Education, training or experience sufficient to demonstrate the required knowledge, skills and abilities.

Applicants considered for employment must successfully complete the following background investigations/tests:

• Federal Bureau of Investigation (FBI) Criminal History Investigation

• State Police Criminal History Investigation

• Child Protective Services (CPS) Investigation

• Tuberculosis Screening/Test

Chesterfield County Public Schools assures Equal Employment Opportunities for employees as required by Federal and State Orders and Laws.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential tasks. This job description is intended to accurately reflect the position activities and requirements.  However, the administration reserves the right to modify, add, or remove duties and assign other duties as necessary.  It is not intended to be and should not be construed as an all-inclusive list of all the responsibilities, skills, or working conditions associated with the position and does not imply an employment contract.