Administrative Assistant

Henrico County Public Schools is one of the six largest county public school divisions in Virginia with a nationally recognized educational program. Henrico County is a suburban community surrounding the city of Richmond, VA. We are 104 miles from the Atlantic Ocean to the east; 94 miles from the scenic Sky Line Drive to the west; 106 miles from Washington, D.C. to the north; and 75 miles from the North Carolina border to the south.

Our Mission:

Henrico County Public Schools, an innovative leader in educational excellence, will actively engage our students in diverse learning experiences that inspire and empower them to become contributing citizens.

To enhance office functionality and foster positive stakeholder relationships by proficiently managing communications, ensuring privacy and confidentiality, and supporting administrative operations.

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  Efficiently and professionally handles phone calls, assisting constituents and staff, and supports office administrative functions.

• Greets visitors and routes calls with attention to privacy.

• Demonstrates proficiency in reading, spelling, proofreading, organizing, and clear communication.

• Understands and communicates written and verbal information effectively.

• Builds positive relationships with colleagues and the public through various communication modes.

• Efficiently organizes and generates mail merges for large mailings.

• Coordinates with vendors and other departments for communication tasks.

• Ensures confidentiality in all operations.

• Manages the Director's calendar and scheduling.

• Plans and coordinates meetings for department staff, handling logistics from venue booking to participant scheduling.

• Learns and applies relevant policies, procedures, and services.

• Supports department budgeting, from record-keeping to development.

• Manages purchases and payments.

• Submits requisitions in ORACLE with accuracy and integrity, adhering to County/HCPS regulations.

• Manages departmental payroll accurately and on time.

• Keeps accurate departmental leave records.

• Orders and manages office supplies.

• Oversees student recognition for SAT and PSAT, including communications and certificate preparation.

• Utilizes Microsoft Office, Google Suite, Oracle, and other software to enhance work efficiency.

• Creates and maintains spreadsheets, ensuring up-to-date data.

• Proofreads directorial and specialist documents for accuracy.

• Performs other duties as assigned.
  

High school diploma or equivalent required, with preference for additional relevant training. Minimum five years of experience as an Administrative or Executive Assistant, preferably in educational settings. Must be proficient in office software (word processing, spreadsheets, data entry) and have excellent typing, communication, and organizational skills. Experience in public school operations is beneficial.

This 260 day (12 month) position is located at Central Office-School Administration Building. The minimum salary for this position is $50,082.12.

Performance of this position will be evaluated annually in accordance with policies established by the Board

This is a class specification and not an individualized job description. A class specification defines the general character and scope of duties and responsibilities of all positions in a job classification, but it is not intended to describe and does not necessarily list the essential job functions for a given position in a classification.

Department of Assessment, Research and Evaluation positions, which have responsibilities that can be completed remotely, are candidates for teleworking. If job responsibilities require a staff member to be onsite to carry out daily work, that position is not eligible for teleworking. Permission for teleworking, whether on a recurring or occasional basis, must be approved in advance by the department Director.

Teleworking can be defined as 'work from home' or 'work from a local location' with secure WIFI. Local can be defined as within driving distance to the HCPS primary work location within 30-45 minutes generally. Voice communications, internet connectivity and related working expenses for approved, remote working employees are the responsibility of the employee. Teleworking is a privilege that can be revoked for anyone that is eligible if work performance is poor or per the direction of the department Director, with oversight and approval of any of the following: Chief of Staff, Superintendent, or the school division. Remote work expectations and scheduling for remote working staff are determined, communicated, and monitored by the department Director to be shared with higher management, as requested.

Teleworking should only be conducted on private and secure WIFI connections. This would prohibit HCPS staff from teleworking on shared WIFI connections in any general settings open to the public. Teleworking staff should use a private WIFI hotspot, home WIFI, or Henrico schools/County provided WIFI. Teleworking staff are required to work the same hours each day of the week as if they were at a HCPS location during the workday, for example, 8 AM - 4:30 PM during the school year.

Teleworking is a flexible work arrangement for staff; however, staff who telework on a recurring basis will need to come into the office at the direction of the Director for meetings, training, emergencies, specific work needs, tasks, etc. If a staff member is scheduled to telework any given day and asked anytime to come into the office that day by the department Director, Chief of Staff or Superintendent, the staff member is required to report to the location needed ASAP. If children or adults in need of primary care are in the alternate work location(s) during employees' work hours, some other individual must be present to provide the care.

The number of days a week to be permitted for staff to telework will be recommended by the department Director and determined by the Chief of Staff with the approval of the Superintendent. Non-exempt teleworking employees are not permitted to work unapproved overtime work. Failing to obtain proper approval for overtime work may result in termination of the telework agreement and/or appropriate disciplinary action.