Admin Office Associate I

Virginia Beach City Public Schools; Virginia Beach (VA); On-site; USD 32,000 - 46,000; Full time

Job summary

Virginia Beach City Public Schools is seeking a qualified clerical professional to provide secretarial support within the Office of Programs for Exceptional Children in central administration. This role involves handling correspondence, receptionist duties, and data entry while maintaining confidential information.

Candidates should have a high school diploma or GED and considerable secretarial experience; the job emphasizes accuracy, customer service, and ability to follow procedures in a

Qualifications

• High school diploma or GED required.
• Considerable secretarial experience is required.
• General knowledge of standard office practices and procedures is expected.

Responsibilities

• Type general correspondence and reports from rough draft or notes.
• Serve as receptionist and answer telephone; relay messages.
• Interview visitors and direct to appropriate authority.
• Respond to inquiries about programs and policies.
• Maintain appointment calendars and schedule meetings.
• Maintain computerized records and generate reports.
• Process payroll records and personnel forms.
• Receive and sort mail and process work orders.
• Operate standard office equipment and maintain confidentiality.

Skills

Secretarial experience

Typing

Public contact

Data entry

Education

High school diploma or GED

Tools

Word processing software

Job description

Office of Programs for Exceptional Children

Classified - Position - Clerical - Non School-Based

GENERAL RESPONSIBILITIES

Provide secretarial support within a department in central administration; and give general secretarial assistance, with a considerable amount of public contact.

ESSENTIAL TASKS

• Type general correspondence, memorandum, reports, schedules, contracts, purchase orders and other materials from rough draft, copy, marginal notes or verbal instruction.
• Serve as receptionist; answer telephone, provide information, take and dispatch messages.
• Interview visitors and refer to proper authority for disposition.
• Respond to inquiries about programs, qualifications, test requirements, procedures and policies.
• Maintain appointment calendar, schedule appointments and meetings.
• Check and review a variety of data for accuracy, completeness and conformance to established standards and procedures.
• Collect and prepare data for records and reports.
• Perform minor accounting type functions.
• Maintain computerized records and generates appropriate reports.
• Process work orders.
• Make arithmetical calculations; requisitions supplies and materials for department.
• Process personnel forms and payroll records.
• Receive, sort and process mail.
• Process vandalism, accident and workers' compensation forms.
• Operate standard office, word processing and data processing equipment.
• Maintain confidential information.
• Perform related work as required.

KNOWLEDGE, SKILLS AND ABILITIES

General knowledge of standard office practices, procedures, equipment and secretarial techniques; thorough knowledge of business English, spelling and arithmetic; thorough knowledge of agency programs and policies; ability to type accurately and at a reasonable rate of speed; ability to make arithmetical calculations; ability to meet the public effectively; ability to operate a variety of office equipment; skill in the use of data and the operation of personal computers with word processing programs,(operation of personal computers with word processing) word processing equipment; ability to establish and maintain effective working relationships with others, ability to follow oral and written instructions.

EDUCATION AND EXPERIENCE

Required

High school diploma or GED. Considerable secretarial experience.

Preferred

A comparable amount of training and experience maybe 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.