Front Desk Administrative Assistant

MUST APPLY ONLINE AT WWW.NCPSK12.COM

Front Desk Administrative Assistant
Please visit the NCPS website to determine salary specifics according to the current salary

Primary Purpose

(These are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.)

• Assist with maintaining a complete employee database of pertinent information for the Human Resources department
• Assist with the preparation, distribution, and processing of employee contracts, annualized work agreements, hourly rate agreements (including summer programs), coaching/extracurricular stipends, long-term substitute agreements, yearly intent forms and verify return of such
• Assist with completion of Virginia Employment Commission and FMLA paperwork
• Assist with conducting Substitute orientation for new and established substitutes throughout the school year
• Assist with managing Division Substitute staff program for classified staff
• Monitor Division volunteer staff
• Utilize PD360 Videos- Sexual Harassment/Blood Borne Pathogens training for all new substitutes
• Maintain district housing rental directory
• Maintain HR Gmail calendar to make appointments, to schedule meetings, and to schedule interviews
• Produce identification badges for all staff members
• Assist with organizing and packing for recruitment fairs
• Maintain substitute list of all current approved substitutes through Aesop Substitute system Manage voicemails and respond in a timely manner
• Assist with new teacher orientation
• Review LiveScan software-Virginia State Police-fingerprint/background database
• Create, maintain and review all employee AESOP entries and non-covered positions
• Utilize SearchSoft online applicant tracking system and assist candidates with applications, and any issues
• Create interview packets/ Copy booklets with interview questions for all participants
• Make contact with interested substitutes (Teacher, Nurse, Custodian, Bus Driver and Cafeteria Workers) schedule orientation/training appointment Submit a Request to Hire via Frontline
• Assist with submitting a Request to Hire via Frontline to all Departments on all employees
• Check, sort, and respond to email and interoffice mail in a timely manner
• Compose, design, and edit forms and reports
• Maintain active personnel files and utilize VitDocs software to research inactive personnel files
• Complete work verifications from various outside agencies
• Assist personnel and VML in all worker’s compensation claims
• Model nondiscriminatory practices in all activities
• Assist with processing all new-hire paperwork
• Prepare school board Personnel Action Reports
• Mail exit surveys to all non-returning employees
• Track and maintain all orders for Books are Fun
• Maintain substitute list of all current approved substitutes through Frontline Substitute System
• Manage voicemails and respond in a timely manner
• Assist with mailing regrets letters to interviewed candidates
• Research, compile, and distribute various lists, reports, guidelines, and surveys, as requested
• Assist with tracking internal status changes/assignments of all employees
• Maintain Employee Database used for a number of reports
• Assist with submitting a Separation Sheet via Frontline to the Finance Department on all employees that exit
• Assist employees with questions about VRS, worker’s compensation, housing etc.
• Maintain office purchase orders/supplies and order when necessary
• Assist all staff and applicants with questions/problems with regard to Human Resources issues including, but not limited to, position vacancies, etc. while maintaining a pleasant, tactful, and courteous attitude
• Maintain confidentiality of reports, records, correspondence, and communications
• Assist other administrative assistants, finance assistants, directors, principals and the Superintendent with questions/problems as needed

Additional Duties
Performs other related duties, as assigned, for the purpose of ensuring the efficient and effective functioning of Central Office and the Human Resources Department.

Note: The above description is illustrative of tasks and responsibilities. It is not meant to be all inclusive of every task or responsibility.

Equipment

• Uses standard office equipment such as personal computer, copy machine, fax machine, telephone.
• Uses calculating devices.

Knowledge, Skills and Abilities

• Knowledge of general office skills.
• Ability to work with the public.
• Organizational and time management skills.
• Ability to report work orally or in writing to supervisor as required.
• Ability to carry out instructions furnished in written or oral form.
• Extensive knowledge of business/finance/bookkeeping/accounting functions.
• Demonstrate skills in financial and accounting procedures.
• Knowledge of computers and business office procedures.
• Ability to add, subtract, multiply and divide, performs complex arithmetic operations and use calculators.
• Ability to understand, apply and use personal computers and software applications (e.g., Word, Excel).
• Ability to problem-solve job-related issues.
• Ability to process paperwork accurately according to standardized procedures.
• Ability to maintain confidentiality of information regarding school district financial and other information.
• Ability to establish and maintain cooperative working relationships with others contacted in the course of work.
• Thorough knowledge of standard office practices.
• Strong attention to detail.
• Ability to communicate effectively both orally and in writing.
• Knowledge and ability to use Microsoft Office, i.e., Excel, Word, Publisher.
• Ability to work with a variety of people in a variety of situations.
• Such alternative to the above qualifications as the School Board may feel appropriate and acceptable.

Physical and Mental Demands, Work Hazards

• 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 accommodation may be made to enable individuals with disabilities to perform essential functions.
• Must have the ability to sit for extended periods of time.
• Exhibit manual dexterity to dial a telephone, to enter data into a computer, examine patient.
• See and read a computer screen and printed material with or without vision aids.
• Hear and understand speech at normal levels, indoors, outdoors and on the telephone.
• Speak in audible tones so that others may understand clearly indoors, outdoors, and on the telephone.
• Ability to understand and follow oral and written instructions.
• Physical ability to lift up to 25 pounds.

Qualification Profile
Any combination of education and experience providing the required skill and knowledge for successful performance would be qualifying. Typical qualifications would be equivalent to:

• High School Diploma with post high school related course work preferred or GED
• Two years of successful secretarial experience preferred

FLSA Status: Non-exempt 12- month position

Job Type: Full-time

Pay: $33,076.00 - $49,366.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Health savings account
• Paid time off
• Vision insurance

Experience:

• Customer service: 1 year (Preferred)

Ability to Relocate:

• Machipongo, VA 23405: Relocate before starting work (Required)

Work Location: In person

Salary : $33,076 - $49,366