Administrative Assistant - Receptionist

Stafford County Public Schools; Fredericksburg (VA); On-site; USD 38,000 - 48,000; Full time

Job summary

Stafford County Public Schools in Virginia is seeking an Administrative Assistant – Receptionist PM to support Transportation Services and contribute to timely bus information communications for delays, splits, and reassignments.

The role requires a High School Diploma or equivalent and two years of professional experience, with proficiency in Microsoft Office and Google Suite. You will handle public inquiries, draft communications, and maintain calendars with meticulous attention to detail.

Qualifications

• High School Diploma or its equivalent is required.
• Two years of professional experience is required.
• Proficiency in Microsoft Office and Google Suite is required.
• Ability to deliver accurate written communications and maintain records.

Responsibilities

• Provide clerical support and notifications related to school bus delivery.
• Assist with responses to public inquiries and preparation of communications.
• Deliver customer service to department staff in person, online, and via telephone.
• Maintain accurate archives of communications and manage calendars for the Administrative team.

Skills

Microsoft Office

Google Suite

Business equipment

Written communication

Education

High School Diploma or equivalent

Tools

Fax machine

Copier

Two way radio

Phone system

Job description

Job Title: Administrative Assistant – Receptionist - PM

Job Information

• Job Title: Administrative Assistant – Receptionist - PM
• Department: Transportation Services
• Reports To: Assistant Director of Transportation Services
• FLSA Status: Non-Exempt
• Work Calendar: Service Staff 200 Days
• Salary Scale: Clerical Professional Salary Scale

Job Summary And Purpose

• The Administrative Assistant – Receptionist PM reports to the Assistant Director of Transportation Services. This position provides clerical support as assigned. This role will have particular focus on contributing to effective notifications related to school bus delivery. Assisting with responses to public inquiries and preparation and distribution of written communications will also be a focus. Additional duties will involve the delivery of appropriate customer service to the department staff in person, online, and via telephone. Successful candidates will demonstrate strong attention to detail in record keeping and written communication and the ability to work well with colleagues and the public.

Work Objectives/Essential Functions

Support effective communications

• Assist in delivering school bus information using established communication systems concerning busing status, to include delays, splits, and reassignments
• Prepare, type, print, and distribute a variety of written materials through established communication systems (e.g., mass communication platform, emails, websites)
• Draft written communications from rough drafts, outlines, meeting notes, or verbal instructions
• Provide copy-editing and other quality check support to colleagues
• Maintain accurate, accessible archives of all communications
• Provide regular communication and maintenance of Google calendars for the Administrative team

Manage public inquiries with strong customer service

• Welcome and screen visitors and callers
• Identify needs of visitors and callers, address questions directly when possible, and triage requests to appropriate colleague(s)
• Respond to telephone calls received from school personnel and the general public
• Assist other staff members as necessary to ensure an efficient transportation operation

Education And Experience

Education Attainment (Required)

High School Diploma or its equivalent

Education Attainment (Preferred)

Coursework or certifications related to clerical duties is preferred.

Relevant Experience (Required)

Two (2) years of professional experience is required

Relevant Experience (Preferred)

Prior experience in clerical roles is preferred.

Industry Licensure Or Certifications (Required)

Industry Licensure or Certifications (Preferred)

Required Licensures And Certifications

Additional Knowledge, Skills, and Abilities

• Knowledge
  • Appropriate professional English grammar, usage, spelling, punctuation, and publication.
• Skills
  • Operation of business equipment to include fax machine, copier, two way radio and multiple line phone system.
  • Proficient in Microsoft Office and Google Suite.
  • Meticulous attention to detail.
• Abilities
  • Deliver effective written and verbal communication.
  • Manage time and tasks effectively.
  • Demonstrate initiative and flexibility.
  • Work cooperatively in a team environment to meet goals.
  • Organize and perform work independently.
  • Meet deadlines for all work even when working on multiple projects.
  • Show sustained effort and enthusiasm in quality and quantity of work.

Core Expectations of All Stafford Schools Employees

• Engage in ongoing professional development relevant to position.
• Respond to written and oral requests for information promptly and thoroughly.
• Maintain a clean, neat appearance and dress appropriate to position and duties.
• Maintain a record of appropriate attendance and punctuality.
• Serve as a role model for students, colleagues, and the general public.
• Work in close harmony with supervisor(s) and colleagues.
• Comply with all division policies and regulations, including but not limited to guidelines for confidentiality and professional conduct, as well as all site-based procedures and protocols.

Weight Demands

• Lifting – 1–25 lbs
• Lifting – 26–50 lbs
• Lifting – 50+ lbs
• Carrying – 1–25 lbs
• Carrying – 26–50 lbs
• Carrying – 50+ lbs
• Pushing/Pulling – 1–25 lbs
• Pushing/Pulling – 26–50 lbs
• Pushing/Pulling – 50+ lbs

Physical Demands

• Standing
• Sitting
• Walking
• Reaching
• Turning/Twisting
• Balancing/Climbing
• Stooping/Kneeling
• Crouching/Crawling

Classification Details (Completed by Human Resources)

• Job Family: ADMINISTRATIVE ASSISTANT 200NE
• Calendar: SERVICE 200 DAY STAFF
• Pay Structure: CLERICAL SALARY SCALE
• Position: 914010018
• FLSA Status: NON-EXEMPT
• Job Grade: CP20
• Job Code: 0130
• Status: ACTIVE

This description is intended to describe the general nature, essential functions, and requirements of the job. It is not intended to be an exhaustive list of all duties and tasks, the inclusion of which are considered for job classification purposes.