What are the responsibilities and job description for the Administrative Assistant III position at Lynchburg City Schools?
Administrative Assistant III
GENERAL INFORMATION
Title: Administrative Assistant III
Department: Fort Hill Community School
Salary Grade: Classified Schedule E
FLSA Status: Exempt
FLSA Status: Exempt
Site/Location: Fort Hill Community School
Reports to: Building Administrator
Date: 10/31/2025
POSITION SUMMARY
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.
ESSENTIAL FUNCTIONS
- 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.
LYNCHBURG CITY SCHOOLS COMPETENCIES
Personal Competencies
- Honesty
- Integrity
- Ethical
- Equity Minded
- Emotional Intelligence
- Cultural Competence
- Safety
- Quality
Leadership Competencies
- Models Excellent Customer Service
- Thinks Strategically
- Shows Initiative
- Acts Decisively
- Communicates Effectively
- Works Collaboratively
- Resolves Conflict Proactively
Functional Competencies
- Technical Capabilities
- Computer Literacy
- Data Analysis and Management
- Fiscal Planning and Management
- Project Management
- Strategic Planning
EDUCATION AND EXPERIENCE
- High School Diploma or Equivalent
- Associates Degree, preferred
- 3-4 years of office management, bookkeeping, and clerical experience, preferred
KNOWLEDGE, SKILLS AND ABILITIES
- 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
SUPERVISORY RESPONSIBILITY
- May supervise office personnel and cross-train staff as needed
TRAVEL REQUIREMENTS
- Reliable transportation, necessary
- Minimal travel within the City of Lynchburg as needed
- Minimal travel outside of the City of Lynchburg as needed
WORK ENVIRONMENT AND PHYSICAL DEMANDS
The physical demands described here are representative of 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 required to frequently stand; sit; walk; talk or hear; use hands to finger, handle, type, or feel; and stoop, kneel, or crouch.
OTHER DUTIES
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
AAP/EEO STATEMENT
LCS is an EEO/Affirmative Action Employer and does not discriminate on the basis of age, race, color, religion, gender, sexual orientation, gender identity, gender expression, national origin, protected veteran status, disability or any other legally protected status.
JOB STATUS:
OPEN
SALARY:
Please refer to LCS Employee Pay Scales found here: https://www.lcsedu.net/departments/personnel/employee-pay-scales.
DAYS:
260
START DATE:
2025-2026
