Administrative Assistant - Construction

Provides administrative assistance to the Director of Construction and staff members of the Construction Department.  Maintains records for new construction contained within the Capital Improvement Plan (CIP), major maintenance, renovation, and select security projects for schools. Work is performed under general supervision, often without specific instruction, and requires coordination with others.  Some specialized knowledge of the department is required.  Contacts are frequently made at all organizational levels within Chesterfield County Public Schools (CCPS), with Chesterfield County government, and with outside vendors.

Essential Job Functions:

• Performs administrative work required to ensure the efficient operation of the department.

• Maintains and enters staff time and attendance reports.  

• Responsible for accurate records management; maintains paper and electronic files pertaining to the work of the department and its staff.

• Prepares and organizes documents and files using standard and non-standard forms for the work of the department and its staff.

• Maintains equipment and supply inventories for the department.  

• Organizes and distributes departmental mail.

• Assists department staff, as needed, with receiving, compiling, organizing and distributing shop drawings, record documents, and daily correspondence for the work of the department. 

• Keeps abreast of accounting policies or procedural changes as they relate to the department.

• Initiates and processes requisitions and purchase orders for the work of the department.

• Reviews for accuracy and processes payment requests for vendors.  Reviews and processes all change orders for internal approvals.  

• Composes correspondence, prepares travel and training requests, orders supplies, and schedules appointments and meetings. 

• Coordinates events related to new school openings (to include groundbreakings and ribbon cuttings).

• Assists in developing, improving, and implementing departmental procedures. 

• Submits and monitors work requests and tickets on behalf of the Director and department.

• Performs other related duties as assigned.

Budgetary Responsibility:

N/A

Report Preparation:

Prepares reports, spreadsheets, and other documentation, as requested.  Prepares or assists with weekly and monthly reports and other documents for projects that are proposed and/or under construction. Prepares Risk Management reports when needed.

Equipment Operation: 

Operates computer, basic office equipment, and equipment related to the assigned area.

Contacts: 

Contacts are frequently made at all organizational levels within Chesterfield County Public Schools (CCPS), with Chesterfield County government, and with outside vendors.

Work Direction/Supervision:

N/A

Decision Making:

Performs majority of functions independently; seeks supervisory advice and collaboration in unusual situations.  Refers questions regarding building or building sites to the Director or Construction Project Manager(s).

Formal Policy-Setting Responsibilities:

N/A

Physical Demands: 

Must have the ability to sit and stand for extended periods of time; exhibit manual dexterity to use a telephone, to enter data into a computer; to see and read a computer screen and printed material with or without vision aids; hear, understand speech and speak in audible tones so that others may understand clearly at normal levels indoors and on the telephone. Physical agility to bend, stoop, sit on the floor, climb stairs, walk and reach overhead. May be required to lift boxes and other materials up to 25 pounds.

Work Environment: 

The employee regularly works in an office or school environment.  The noise level is quiet to moderate.

Considerable knowledge of office practices and procedures and of business English and mathematics. Demonstrated ability to work in a fast-paced environment, to prioritize and solve problems, and to manage multiple tasks simultaneously. Working skill in the use of a computer, utilizing word processing, spreadsheets, and presentation software.  Demonstrated ability to edit work for proper grammar, spelling, and punctuation.  Demonstrated ability to effectively use technology, including cloud-based applications (such as the Google Workspace suite of software).  Demonstrated ability to effectively manage office activities and administrative work, relate policies and procedures, communicate effectively, both orally and in writing, exercise judgment, and work effectively with all levels of the organization and the public.

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

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

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.

Salary : $41,144 - $69,929