Administrative Assistant III

The Administrative Assistant (III) to the Director or Principal performs clerical, operational, bookkeeping,  financial, and confidential administrative work with a view towards conserving the time of the supervisor; requires a broad knowledge of the organization and regulations affecting the school or department; and has the ability to communicate and interact equitably and effectively with both internal and external customers.

• Keep the supervisor informed of deadlines and pending items; manage daily office operations.  
• Prepare meeting sites; attend meetings and conferences to take official minutes.                                                                                         
• Maintain a high volume of contact by telephone, email, and in person with students, parents, and staff.                                               
• Compose routine correspondence and other communications; compile data for questionnaires; maintain control records on incoming correspondence and action documents; and follow up on pending actions to ensure timely response or completion of the task.  
• Customarily and regularly exercises discretion and independent judgment in handling routine problems and questions.                                   
• Maintain the supervisor’s calendar; make necessary arrangements for meetings or conferences, including space, time, and participants; prepare replies to general requests and routine letters on varied matters for the supervisor’s signature.                                               
• Organize and maintain filing system according to standard filing procedures, and at times, according to local, state, or federal guidelines.        
• Prepare requisitions, vouchers, budget forms, and other payroll and financial data; maintain and reconcile financial records; help with the preparation and maintenance of department budget. 
• Administer and maintain timekeeping functions for various employees.                                                                                                 
• Tabulate and prepare reports; gather and compile data for inclusion in the yearly budget as needed by the supervisor.
• Coordinate office workload, recommends improvements in office procedures, coordinate training of office personnel, and assist with support and supervision of office personnel.
• Assist with programs regarding the operation of office equipment.
• Serve as the receptionist for visitors, deliver messages, and refer visitors to appropriate personnel.
• Maintain the confidentiality of reports, records, and personal experiences of a private nature regarding students, staff, and patrons.               
• Performs other duties as assigned.         

• Honesty
• Integrity
• Ethical
• Equity Minded
• Emotional Intelligence
• Cultural Competence
• Safety
• Quality

• Models Excellent Customer Service
• Thinks Strategically
• Shows Initiative
• Acts Decisively
• Communicates Effectively
• Works Collaboratively
• Resolves Conflict Proactively

• Technical Capabilities
• Computer Literacy
• Data Analysis and Management
• Fiscal Planning and Management
• Project Management
• Strategic Planning

• High School Diploma or Equivalent
• Associates Degree, preferred
• 3-4 years of office management, bookkeeping, and clerical experience, preferred

• Knowledge of and experience with the Lynchburg City Schools organization, policies, and practices preferred
• Solid knowledge and understanding of effective organizational and communication practices
• Solid knowledge and understanding of accurate and effective record keeping and time management
• Solid knowledge and understanding of Microsoft Office and Google Suite and ability to learn new technical programs/practices and office productivity applications as needed
• Solid knowledge and understanding of equitable practices that create a safe, inclusive, and supportive environment for LCS staff, students, families, and community members.
• Ability to lead, manage, and oversee school or department projects and initiatives

• May supervise office personnel and cross-train staff as needed

•  Reliable transportation, necessary
• Minimal travel within the City of Lynchburg as needed
• Minimal travel outside of the City of Lynchburg as needed