Senior Office Manager

Chesterfield County Public Schools; Virginia (MN); On-site; USD 46,000 - 79,000; Full time

Job summary

Chesterfield County Public Schools in Virginia seeks an experienced administrative assistant to manage bookkeeping, budget tracking and reporting for the assigned department or school. You will coordinate time and attendance, prepare financial reports, and support the principal with confidential administrative tasks.

Strong knowledge of office procedures, professional communication and the ability to liaise with vendors, staff and the public are essential.

Qualifications

• Extensive knowledge of office operations and procedures.
• Demonstrated ability to compose correspondence, assemble data and prepare reports.

Responsibilities

• Provide bookkeeping for the department or school, balance accounts and prepare invoices.
• Assist with time and attendance, SubFinder scheduling, and building use calendars.

Skills

Bookkeeping

Office operations

Budgeting

Time & attendance

Secretarial support

Interpersonal communication

Scheduling

Policy knowledge

Tools

Word processing

Excel

Database software

Job description

Our outstanding teachers, support staff members and leaders are top-notch educators whom others seek to emulate, and quite simply – we would like for you to consider joining us.

General Description

Provides administrative assistance to the supervisor or school principal and serves as team leader to oversee effective operations of the office. Performs a variety of moderately complex work within established procedures and standard practices. Some specialized knowledge of the department or school's policies and procedures is required. Work is performed under general supervision without specific instruction, requires frequent coordination with others at all organizational levels within and outside the school and may require handling of sensitive information or dealing tactfully with the public. Considerable judgment and the ability to prioritize and organize work is required.

Job Description

Essential Job Functions

• Provides bookkeeping services for the assigned department or school. Balances and maintains the accounts for both county appropriated funds and activity funds. Prepares invoices to submit to accounts payable for payment and tracks status. Provides status reports to the Principal regarding availability of funds. Utilizes the accounting system software currently used for school activity funds. Collects activity fees for a variety of programs; records and reconciles all monies received. Writes checks and prepares reports of monthly transactions for the finance department. Prepares bank deposit. Reconciles bank statements on a monthly basis. Assists the school principal and assistant principals with the yearly budget process. Runs year-end reports including year-to-date and audit reports.


• Responsible for time and attendance, faculty attendance, assists with SubFinder and scheduling building use. Responsibility includes ensuring all required time sheets are on file, are correct and are signed by the appropriate supervisor.


• Assists the supervisor or principal with routine and confidential secretarial tasks by composing correspondence; scheduling interviews, designing and preparing forms, charts, calendars, handbooks or reports and maintaining the principal's appointment calendar.


• Provides work direction, cross-training and guidance to office support personnel to ensure efficient front office operations and adequate office coverage at all times. Monitors workflow and progress of work produced. Meets regularly with office staff to communicate new or revised policies and procedures and to pinpoint employee concerns. Makes recommendations to administrative staff to improve office operations.


• Serves as a central information point to the public, students and faculty regarding a variety of matters related to school operations and policies. Responds to inquiries which do not require the supervisor's attention. Obtains and provides information requested from within and outside the organization. Maintains good rapport with students, staff and parents.


• Prepares and tracks status of Temporary Work Assignments.


• Orders and maintains office supplies. Ensures availability of funds for purchases.


• Attends training sessions to stay informed of current and revised policies and procedures; ensures related policy and procedure manuals are up-to-date. Assists the administration in training school personnel on proper procedures for receipting funds and requesting disbursements.


• Performs other related duties as assigned.

Budgetary Responsibility

Ensures expenditures are in compliance and within the approved budget.

Report Preparation

Prepares a variety of reports as needed for the supervisor or principal related to building operations and programs. Prepares monthly financial reports for the finance department and supervisor or principal.

Equipment Operation

Operates personal computer and general office equipment

Contacts

Regular contact with all levels of the organization, as well as external vendors and the general public.

Work Direction/Supervision

May provide work direction and guidance to office support personnel to ensure efficient operations and adequate office coverage at all times.

Decision Making

Performs majority of work tasks independently. Supervisory approval is required for purchases, personnel transactions and correspondence and is consulted in unusual or complex situations.

Formal Policy-Setting Responsibilities

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 finger; reach with hands and arms; handle paper files, records, computer and equipment controls; talk and hear. The employee is occasionally required to stand, walk, stoop or kneel. Specific vision abilities required by this job include close vision, distance vision and the ability to adjust focus.

Work Environment

While performing the duties of this job, the employee regularly works in a school or office environment. The noise level in the work environment is moderate.

Qualifications

Considerable knowledge of office operations and procedures; general bookkeeping principles, grant processes, business English and mathematics, and office equipment to include manual and automated filing systems. Demonstrated ability to perform a variety of secretarial duties for one or more professionals; to exercise judgment, to interpret and apply policies and procedures, and to work effectively with all levels of the school or department. Working knowledge of school programs and regulations. Some knowledge of Head Start program policies. Skill in the use of a personal computer, utilizing word processing, spreadsheet and database software. Demonstrated ability to compose correspondence, assemble data and prepare reports. Demonstrated ability to communicate effectively both orally and in writing.

Additional Job Requirements

Education, training or experience sufficient to demonstrate the required knowledge, skills and abilities. A minimum of 5 years experience working in an office environment preferred.

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

Compensation

$46,458.48 - $78,952.14

Hours Per Day

8

Days Per Year

260

Benefits

Chesterfield County Public Schools offers a wide variety of benefits to employees. Benefit offerings may differ based upon full-time and part-time employee status.

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, 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.