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General Description:

The Sr. Administrative Assistant provides administrative support to the Chief Human Resources (HR) Officer. Work is performed under limited supervision without specific instruction and requires coordination with others. Contacts are made at all organizational levels both within and outside the department and division. The position requires handling of confidential and sensitive information. This position requires independent planning, organizational skills, attention to detail, effective communication skills, strong analytical and computer skills, and strong budgetary skills, as well as the ability to deal tactfully with individuals.

Job Description:

Essential Job Functions:

• Provides administrative support to the Chief HR Officer to ensure efficient operation of the office

• Performs budgetary work required to ensure the efficient operation of the department, including purchase requests, budget reconciliation, processing of invoices, and basic accounting functions

• Performs time and attendance functions for assigned offices; Ensures the accuracy of hours reported and ensures that timesheets are received and submitted by deadline dates

• Makes travel arrangements, completes settlements, schedules conferences and seminars, pays membership dues, subscription renewals, and completes purchase orders (POs) as requested and approved by HR leadership

• Keeps appropriate HR leadership informed of available funds for budget account reporting

• Serves as the primary Workday system user, creator, and approver for all purchases/services rendered and invoices received relating to expenses for the Chief and HR leadership; Ensures proper procedures are followed and timely paperwork is submitted; Creates blanket POs for vendors and state agencies; Ensures yearly allocation of funds and monitors spending with the grants liaison

• Reconciles monthly invoices for fingerprinting and background checks, and forwards to Budget/Finance for invoicing

• Processes check requests for out-of-state Child Protective Services (CPS) background checks

• Prepares and submits the HR Memo to the School Board for each monthly meeting; Ensures submissions into the report are accurate and in the proper format; Provides addendum of changes to the memo, as needed

• Collects and organizes data and prepares reports, charts, spreadsheets, presentations, handouts, and other forms of communication at the request of the Chief

• Represents CCPS HR as a point of contact for candidates for senior level positions.

• Schedules assigned interviews and maintains appropriate paperwork

• Coordinates visitors, telephone calls, appointments, meetings, emails, and correspondence; Assesses the nature of inquiries and determines who is best suited to assist, resolve, or respond; Provides responses to inquiries that do not require administrator's attention, based on professional judgment

• Maintains appointment calendars, schedules meetings, and provides other scheduling assistance to the Chief and HR leadership

• Serves as a resource to all staff in HR, providing assistance as needed

• Performs other duties as assigned

Budgetary Responsibility:

This position assists with maintaining departmental budgets, reconciling purchases, and ensuring availability and proper allocation of funding, and maintains petty cash funds.

Report Preparation:

Prepares regular reports related to departmental budgets, division vacancies and hires, and various school programs and operations; May prepare other reports as requested by the Chief and HR leadership

Equipment Operation:

Utilizes basic office equipment, including computer, scanner, copier, and fax machine

Contacts:

This position has regular contact at all organizational levels, both within and outside of the division, and must maintain confidentiality and professionalism at all times.

Work Direction/Supervision:

This position does not supervise or provide work direction to others.

Decision Making:

This position performs the majority of functions independently, seeking supervisor guidance/approval as appropriate.

Formal Policy-Setting Responsibilities:

This position may provide input related to departmental operations and funding, as requested by the Chief.

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.

Work Environment:

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

Qualifications:

• Extensive knowledge of office practices and procedures

• Working knowledge of general accounting principles and practices, with strong budgetary skills

• Skill in operating personal computers and utilizing spreadsheet, word processing, and presentation software in the Google suite of software

• Demonstrated ability to edit work for proper grammar, spelling, and punctuation; to multitask efficiently and work with flexibility; to be self-directed and to manage office activities and administrative work independently; to interpret and apply policies and procedures; to communicate effectively, both orally and in writing; to exercise judgment and work effectively with all levels of the organization and the public; and to maintain effective work relationships with a variety of people

Additional Job Requirements:

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

Preferred:

• Experience providing budgetary support

• Experience in an HR office

• Experience providing administrative support

• Experience in managing confidential or sensitive information

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

$47,593.58 - $80,902.56

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.