General Description
This position provides secretarial support to the Office of Gifted Education and performs a variety of complex work within the established procedures and standards. Work is under general supervision and requires coordination with others. Some specialized knowledge of the Office of Gifted Education is required. Contacts are made frequently within and outside the organization and may require dealing tactfully with individuals on sensitive issues. Excellent communication skills and professional judgment are required. Essential Job Functions Essential Job Functions: Maintains good rapport with team members, department, schools, parents, and other stakeholders. Provides routine information to them regarding matters related to the Office of Gifted Education.
Screens visitors. Receives all incoming telephone calls, taking messages as required.
Responds to inquiries from within and outside the school system regarding matters which in the employee's judgment do not require the attention of other gifted staff.
Processes all mail and shipments.
Uses the student information system and other platforms to enter, upload, and/or retrieve confidential student information. Prepares reports/furnishes information requested from within and outside the division as directed.
Maintains all financial records and monitors budget.
Submits Temporary Work Assignment requests and processes timesheets for submission to payroll.
Prepares purchase requisitions, obtains quotes, and contacts vendors for pricing, anticipated delivery, and terms.
Receives orders and distributes/stores contents appropriately. Processes all invoices and other requests for payment, ensuring proper coding and approval signatures. Knowledge of these procedures is crucial in order to adhere to proper procedures.
Maintains all gifted education central office records and complies with Library of Virginia Document Destruction Guidelines in their disposal.
Makes all travel arrangements for office staff, to include registration, hotel accommodations, and means of travel. Creates settlement sheet, provides appropriate forms to staff, and ensures that required forms are submitted and signed.
Maintains and tracks inventory of office supplies, resources, and assessment materials.
Organizes and sends gifted education resources, documents, and assessments to schools. Collects, prepares, and sends assessments for processing and scoring.
Works closely within and outside the organization and may require handling of sensitive information dealing tactfully with the public.
Serves as registrar for CCPS students attending a regional governor's school.
Sets up and prepares for workshops, meetings, and other training conducted by office staff, which includes the registration process, obtaining proper materials, locating equipment, and securing appropriate space.
Maintains itineraries and schedules appointments for the Coordinator of Gifted Education and other members of the gifted education team.
Other duties as assigned to ensure the efficient and effective operation of the Office of Gifted Education. Budgetary Responsibility:
This position is responsible for maintaining all financial records for the specified department.
Report Preparation:
This position is responsible for preparing data reports as requested using Microsoft Excel, Google Workspace Applications, and the Student Information System.
Equipment Operation:
Computer, copier, fax, and scanner.
Contacts:
Chief Academic Officer, Executive Director, Principals and Assistant Principals, Directors, Teachers, Vendors (outside), Other Department Personnel, County Government, businesses and parents. These contacts are frequent, to obtain and provide information and make logistical arrangements.
Work Direction/Supervision:
N/A
Decision Making:
In the absence of the specified specialist, this position might possibly make decisions that can affect the end result.
Formal Policy-Setting Responsibilities:
N/A
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 find; reach with hands and arms; handle paper files, records, computer and equipment controls; talk and hear. The employee is occasionally required to stand; walk, stoop; lift packages of less than 50 pounds; or kneel. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus.
Work Environment:
While performing the duties of this job, the employee regularly works in an office environment. The noise level in the work environment is quiet to moderate. Qualifications
Working knowledge of office practices and procedures and automated office systems; the school or department's programs; proper grammar; spelling and punctuation. Working skill in operating personal computers, utilizing word-processing, database, presentation and spreadsheet applications (Microsoft Office Suite and Google Workplace Applications preferred). Demonstrated ability to perform a variety of secretarial duties for one or more (as many as 7) professionals; communicate effectively both orally and in writing; exercise judgment and work with all levels of the school or department. Proficient use of Microsoft Office Suite, Synergy, and Google Workspace Applications are essential in order to perform this job successfully. Requirements
Considerable experience using computers, Microsoft Office suite software, and Google Workspace applications. Any combination of education and experience equivalent to graduation from high school, supplemented with at least four years of increasingly responsible experience in clerical work and experience or specific courses in bookkeeping and/or experience involving maintenance of financial records.
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, the 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.
