Administrative Assistant III-12 Month (SSC/Bright Futures)

Frederick County Public Schools; Winchester (VA); On-site; USD 45,000 - 73,000; Full time

Job summary

Frederick County Public Schools in Winchester, Virginia seeks an Administrative Assistant III for the SSC/Bright Futures program. The role requires handling complex clerical work, purchasing, bookkeeping, and grant management while coordinating with students, families, schools, and community partners.

The position supports multiple Bright Futures initiatives, maintains confidential records, and interacts with diverse stakeholders.

Qualifications

• Associate’s degree or higher preferred; substitution possible for experience.
• Minimum of three years secretarial experience.
• Bookkeeping experience in areas such as accounts payable, budgeting, GL posting, reconciliations, and/or fund accounting.
• Advanced technical strengths in Google, Excel, Microsoft, and Student Information System.
• Grant management experience preferred.

Responsibilities

• Plans, schedules, and performs complex clerical work for the specialized function.
• Processes purchase orders and invoices.
• Prepares requisitions, vouchers, and budget data; performs bookkeeping as assigned.
• Produces monthly financial reports.
• Maintains Bright Futures files and student files.
• Manages inventory of Bright Futures items and ordering timelines.
• Supports Bright Futures initiatives including staffing of food program and holiday/summer programs.

Skills

Secretarial experience

Accounts payable

Budget monitoring

General ledger posting

Microsoft Office

Google apps

Student Information System

Grant management

Confidentiality

Multitasking

Communication skills

Organizational skills

Education

Associate’s degree

Tools

Google

Excel

Microsoft Office

Student Information System

Job description

Frederick County Public Schools Student Support Services - Winchester, Virginia Open in Google Maps

Administrative Assistant III-12 Month (SSC/Bright Futures)

Starting Date: Immediately

Job Description

Qualifications:

• Associate’s degree (or higher) preferred; education or specialized training in a related area may be substituted for experience.
• Minimum of three-years secretarial experience
• Bookkeeping experience with specific knowledge and demonstrated proficiency in areas
  of accounting, including accounts payable, budget monitoring, general ledger posting,
  account reconciliation, and/or fund accounting
• Must have advanced technical strengths in Google, Excel, Microsoft, and Student
  Information System
• Experience with federal and state grant management preferred
• Capable of using work place knowledge and understanding of the principles, policies,
  practices, and procedures to make decisions and to develop solutions to problems
• Must have the ability to prepare and understand procedural guidelines and directives
• Self-motivated and works well individually and with others
• Ability to work with all stakeholders to foster relationships with students, families,
  schools, and community members
• Excellent communication skills, both verbal and written
• Outstanding organizational skills with attention to detail
• Demonstrated ability to maintain confidentiality and safeguard information
• Ability to multitask in a fast paced environment
• Ability to work on feet in warehouse conditions to perform physical duties supporting the Bright Futures program
• Essential duties are interpreted as being descriptive and not restrictive in nature. Other duties may be assigned.
• Plans, schedules, and performs complex clerical work related to the specialized function to which assigned
• Processes purchase orders and entering invoices
• Prepares requisitions, vouchers, and other budget data; performs bookkeeping work as assigned
• Produces monthly financial reports
• Processes assistance requests and maintain records
• Grant management outcome tracking Verifies absences and time sheets for Bright Futures staff
• Maintains Bright Futures files and student files
• Maintains inventory of Bright Futures food program items and monitors ordering timelines and due dates to ensure required quantities are available when needed.
• Makes decisions on administrative matters under the supervisor’s direction
• Receives and screens visitors, telephone calls, and incoming mail; responds to inquiries which do not require the supervisor’s personal attention
• Prepares replies to correspondence on own initiative or from dictation
• Opens, reads, and distributes mail as needed
• Establishes and maintains cross-referenced files and establishes file categories
• Maintains records in compliance with appropriate records retention schedules
• Searches files and variety of source material to serve as background for preparing reports
• Distributes reports and other documents as needed
• Operates and oversees maintenance of office equipment Assists in Bright Futures initiatives including supporting the staffing of the Food Pack Program, Holiday Assistance Program, Summer Food Program, Community Safety Far and other initiatives.
• Other duties as may be assigned through the immediate supervisor.

Essential Duties:

• Essential duties are interpreted as being descriptive and not restrictive in nature. Other duties may be assigned.
• Plans, schedules, and performs complex clerical work related to the specialized function to which assigned
• Processes purchase orders and entering invoices
• Prepares requisitions, vouchers, and other budget data; performs bookkeeping work as assigned
• Produces monthly financial reports
• Processes assistance requests and maintain records
• Grant management outcome tracking Verifies absences and time sheets for Bright Futures staff
• Maintains Bright Futures files and student files
• Maintains inventory of Bright Futures food program items and monitors ordering timelines and due dates to ensure required quantities are available when needed.
• Makes decisions on administrative matters under the supervisor’s direction
• Receives and screens visitors, telephone calls, and incoming mail; responds to inquiries which do not require the supervisor’s personal attention
• Prepares replies to correspondence on own initiative or from dictation
• Opens, reads, and distributes mail as needed
• Establishes and maintains cross-referenced files and establishes file categories
• Maintains records in compliance with appropriate records retention schedules
• Searches files and variety of source material to serve as background for preparing reports
• Distributes reports and other documents as needed
• Operates and oversees maintenance of office equipment Assists in Bright Futures initiatives including supporting the staffing of the Food Pack Program, Holiday Assistance Program, Summer Food Program, Community Safety Far and other initiatives.
• Other duties as may be assigned through the immediate supervisor.

Pay Rate:

Administrative Support Grade C8 Salary Scale(credit is based on years of full-time experience in a related position)

Assignment:
Full time / 12 months /245 days

Start Date:

This positionis effective with the2026-2027 school year

Position Type: Full-Time

Salary: $44,523 to $73,280 Per Year

Contact Information

• Human Resources Department Employment Team
• 1415 Amherst Street
• Winchester, Virginia 22601
• Phone: [phone]
• Email: [e-mail]