Senior Administrative Assistant - Communications & Community Outreach

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 DescriptionThis position performs highly responsible and complex administrative work in support of the Chief Communications and Community Engagement Officer (CCO) and the department’s leadership team. Work requires the ability to operate independently, manage multiple priorities, and exercise sound judgment in an environment involving confidential and time-sensitive information. The position requires exceptional organizational, communication, and relationship management skills, as well as a strong understanding of division priorities and procedures. The employee serves as a key liaison to senior leadership, elected officials, and external partners. Work is performed under general supervision with latitude for independent decision-making within established policies, procedures, and practices.Job DescriptionPLEASE CLICK HERE FOR FY27 RATES.Essential Job FunctionsPerforms administrative work in support of the CCO and department leadership, ensuring efficient daily operations and proactive workflow management Coordinates multiple schedules and communications on behalf of department leadership, maintaining confidentiality and professionalism at all timesPerforms time and attendance functions for the departmentAssists with the preparation, formatting, general editing, and organization of materials for department leadershipServes as a trusted point of contact for internal and external stakeholders; Responds orally and in writing to routine inquiries, and directs non-routine matters to appropriate personnelOversees logistics and administrative planning for division-wide initiatives, events, and recognition programs, coordinating across teams to ensure accuracy, timeliness, and alignment with division standardsManages vendor relationships, purchasing requests, and sponsorship documentation to support department operations and eventsMonitors department budgets, purchasing card activity, and other financial documentation with accuracy and attention to detail; Provides updates to department leadership as necessary or as requestedCollects, organizes, and synthesizes information for reports, presentations, and communications that reflect departmental goals and outcomesMaintains records, correspondence, and data systems in compliance with division policyCoordinates staff recognitions and special projects that advance the division’s culture of engagement and appreciationServes as the department’s administrative lead, ensuring smooth office operations and assisting with the orientation and coordination of other support staff as neededPerforms other duties as assignedBudgetary ResponsibilityMonitors department budgets, purchasing card activity, and other financial documentationReport PreparationResearches, compiles, and prepares information for reports, briefings, presentations, and other related correspondence based on knowledge of subject matter; Independently drafts correspondence, talking points, and summaries for leadership review, as requestedEquipment OperationComputer, copier, fax, telephone, and other standard office equipmentContactsThis position requires frequent contacts at all levels within the division, as well as external contacts, including parents, businesses, media, government agencies, and the general public.Work Direction/SupervisionThis position manages the work flow of the department, as appropriate, but has no supervisory responsibilities.Decision MakingThis position exercises independent judgment in managing priorities and resolving administrative issues within established policies, procedures, and practices. and seeks supervisory input for non-routine matters and as otherwise necessary.Formal Policy-Setting ResponsibilitiesThis position has no formal policy-setting responsibilities, but may provide input regarding area of work as requested by department leadership.Physical DemandsThe physical demands described here represent those that must be met to successfully perform the essential job functions. Reasonable accommodations may be made to enable individuals with disabilities to perform 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, or equipment; reach with hands and arms; handle paper files, records, computer and equipment controls; and 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 EnvironmentWhile performing the duties of this job, the employee regularly works in an office environment. The noise level in the work environment is typically quiet to moderate.Knowledge/Skills/AbilitiesWorking knowledge of office and division administrative policies, procedures, and practicesExceptional organizational and time management skills, with the ability to manage multiple concurrent prioritiesDemonstrated ability to handle sensitive and confidential information with discretionDemonstrably strong written and verbal communication skills, including the ability to prepare clear, polished, and professional correspondence and materialsAbility to build and maintain effective working relationships with diverse internal and external stakeholdersDemonstrated proficiency in the Microsoft Suite of software (Word, Excel, PowerPoint, and Outlook) and Google Suite of software (Gmail, Drive, Slides, Docs, Sheets), and comfort with digital workflow systems and event management toolsDemonstrated ability to work independently, exercise sound judgement, anticipate needs, and problem-solve in a fast-paced environmentAdditional Job RequirementsEducation, training, or experience sufficient to demonstrate the required knowledge, skills and abilities.Preferred: Prior experience providing executive-level administrative support or managing complex organizational functionsApplicants considered for employment must successfully complete the following background investigations/tests:Federal Bureau of Investigation (FBI) Criminal History InvestigationState Police Criminal History InvestigationChild Protective Services (CPS) InvestigationTuberculosis Screening/TestCompensation$47,593.58 - $80,902.56Hours Per Day8Days Per Year260BenefitsChesterfield 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.