Administrative Assistant for Family & Community Engagement

Job Information

Job Title: Administrative Assistant for Family & Community Engagement Department: Communications Reports To: Director of Family and Community Engagement FLSA Status: Non Exempt Work Calendar: All 12 Month Staff Salary Scale: Clerical Salary Scale

Job Summary And Purpose

The Administrative Assistant provides clerical and operational support to the Director of Engagement and the Office of Family & Community Engagement. This role ensures smooth department operations, accurate recordkeeping, and timely communication with internal and external stakeholders. The successful candidate demonstrates strong attention to detail, excellent written communication skills, and professionalism when interacting with colleagues and the public. This role requires participation in occasional evening and weekend events.

Work Objectives/Essential Functions

• Provide administrative support to the Director of Engagement and department staff.
• Serve as a point of contact for visitors, families, and community members; assist with building reception/receiving as needed.
• Maintain calendars to coordinate department and division-wide activities.
• Prepare and format correspondence, reports, presentations, and meeting materials.
• Maintain accurate records and documentation in compliance with division policies.
• Track expenses, verify invoices, and assist with budget monitoring.
• Take meeting minutes and support follow-up actions.
• Assist in planning and executing events, including family engagement programs and community outreach
• initiatives.
• Assist in coordinating event logistics, including scheduling, vendor communication, and setup.
• Support daily operations of family and community engagement programs, including SCOUT and outreach efforts.
• Assist in distributing family support resources and connecting families with services.
• Represent the department at community events and support partnerships with local organizations.
  
  

Education and Experience

Education Attainment (Required): High School diploma or equivalent Education Attainment (Preferred): Associate's degree Relevant Experience (Required):

• Two (2) years of professional administrative or clerical experience required
  
  

Relevant Experience (Preferred):

• Bilingual in Spanish, Pashto, Urdu, and/or Farsi/Dari
• Experience in a K-12 school division and/or a placement similar to an educational setting   
• Prior experience in communications support
  
  

Industry Licensure or Certifications (Required): Industry Licensure or Certifications (Preferred):

Required Licensures and Certifications

Valid Virginia Driver’s License

Additional Knowledge, Skills, And Abilities

• Strong oral and written communication skills, including the ability to present information clearly and facilitate discussions.
• Ability to collaborate effectively with staff, leaders, and community partners to achieve shared goals.
• Skill in prioritizing tasks, managing multiple initiatives, and adapting to changing needs in a dynamic work environment.
  
  

Core Expectations of All Stafford Schools Employees

• Engage in ongoing professional development relevant to position.
• Respond to written and oral requests for information promptly and thoroughly.
• Maintain a clean, neat appearance and dress appropriate to position and duties.
• Maintain a record of appropriate attendance and punctuality.
• Serve as a role model for students, colleagues, and the general public.
• Work in close harmony with supervisor(s) and colleagues.
• Comply with all division policies and regulations, including but not limited to guidelines for confidentiality and professional conduct, as well as all site-based procedures and protocols.
  
  

Weight Demands

Weight Demands Rarely Occasionally Frequently Lifting – 1–25 lbs X Lifting – 26–50 lbs X Lifting – 50 lbs X Carrying – 1–25 lbs X Carrying – 26–50 lbs X Carrying – 50 lbs X Pushing/Pulling – 1–25 lbs X Pushing/Pulling – 26–50 lbs X Pushing/Pulling – 50 lbs X

Physical Demands

Physical Demands Rarely Occasionally Frequently Standing X Sitting X Walking X Reaching X Turning/Twisting X Balancing/Climbing X Stooping/Kneeling X Crouching/Crawling X

Classification Details (Completed by Human Resources)

Job Family: Administrative Assistant 12 NE Calendar: All 12 Month Staff Pay Structure: Clerical Salary Scale Position: 956010001 FLSA Status: Non Exempt Job Grade: C13 Job Code: 0132 Status: Active

This description is intended to describe the general nature, essential functions, and requirements of the job. It is not intended to be an exhaustive list of all duties and tasks, the inclusion of which are considered for job classification purposes.