Anticipated - Front Desk Administrative Assistant

Position Title

Front Desk Administrative Assistant

Qualifications

• A degree/diploma in a related program of study or appropriate courses leading to a degree/diploma
• Four to five years of successful secretarial experience
• Thorough knowledge of standard office practices
• Strong attention to detail
• Ability to communicate effectively both orally and in writing
• Knowledge and ability to use Microsoft Office, i.e., Excel, Word, Publisher, Google Suite

Performance Responsibilities

• Serve as the primary receptionist for the Central Office by greeting visitors, providing exceptional customer service, and ensuring all visitors sign in and comply with division visitor procedures.
• Answer the main telephone line, screen and direct calls, take accurate messages, and respond to routine inquiries or route requests to the appropriate staff member.
• Manage incoming and outgoing mail, interoffice correspondence, email, and voicemail in a timely and professional manner.
• Schedule and coordinate interviews, ensuring participants receive appropriate notice and supporting materials.
• Prepare, proofread, edit, and distribute confidential correspondence, reports, contracts, work agreements, meeting materials, and other documents.
• Research, compile, prepare, and distribute reports, surveys, guidelines, databases, and other informational materials as requested.
• Maintain accurate electronic and paper records, databases, personnel files, and other records assigned to the Human Resources office.
• Maintain strict confidentiality of personnel records, reports, correspondence, and all sensitive information.
• Utilize the Frontline Applicant Tracking System to assist applicants, monitor applications, document candidate communications, schedule interviews, and support recruitment activities.
• Prepare interview packets and related materials for administrators and interview committees.
• Notify applicants of employment decisions by preparing and sending appropriate correspondence.
• Review new hire documentation for completeness and maintain tracking records to ensure all required employment documentation has been received.
• Assist with processing personnel transactions, including new hires, separations, and status changes, and distribute required documentation to appropriate departments.
• Process criminal background checks, fingerprinting records, and related documentation, including printing and filing reports received through the Virginia State Police LiveScan system.
• Absorb and process volunteer applications, background checks, demographic information, and identification requirements in accordance with division procedures.
• Produce employee identification badges and coordinate required information with the Department of Operations.
• Complete employment verification requests from outside agencies in a timely manner.
• Maintain and distribute information regarding local rental housing and community resources for newly hired employees.
• Aid administrative assistants, principals, directors, supervisors, employees, and applicants by responding to questions and resolving routine issues.
• Model professional, ethical, and nondiscriminatory practices in all interactions.

Physical Requirements

• Exhibit manual dexterity to dial a telephone and to enter data into a computer.
• See and read a computer screen and printed material with or without vision aids.
• Sit for extended periods of time.
• Hear and understand speech at normal levels, indoors, outdoors and on the telephone.
• Speak in audible tones so that others may understand clearly indoors, outdoors, and on the telephone.
• Ability to understand and follow oral and written instructions.
• Physical ability to lift up to 25 pounds.

Salary and Benefits

Salary to be established by the School Board in accordance with the Classified 12-month Salary Scale.

Terms of Employment: Contract Length-Twelve Months
FLSA Status-Non-Exempt