Executive Assistant II Deputy Clerk

• Job Information
  
  

Job Title: Executive Assistant II Deputy Clerk Department: Communications Public Information Reports To: Chief Communication Officer FLSA Status: Non Exempt Work Calendar: All 12 Month Staff Salary Scale: Clerical Salary Scale

Job Summary And Purpose

The Executive Assistant provides clerical and operational support to the Chief Communications Officer and

the Department of Communications. 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.

Work Objectives/Essential Functions

• Prepares, drafts, edits, and distributes written materials across newsletters, emails, websites, and other communications channels.
• Maintains archives, databases, and administrative systems to ensure accurate and accessible records.
• Welcomes, screens, and assists visitors and callers, addressing inquiries or directing requests to appropriate staff.
• Processes and tracks purchase orders, reconciles financial records, and provides documentation to auditors or the Department of Finance.
• Collects, verifies, and compiles data for reports and records, ensuring accuracy and compliance with Stafford Schools standards.
• Supports department operations and initiatives by coordinating workflow, improving administrative systems, and assisting colleagues as needed.
• Serves as Deputy Clerk for School Board meetings.
• Engages in professional development, models professionalism and collaboration, and adheres to all District and School Board policies.
  
  

Education and Experience

Education Attainment (Required): High school diploma or equivalent Education Attainment (Preferred): Associate’s degree from an accredited college or university Relevant Experience (Required): Two (2) years of professional administrative or clerical experience Relevant Experience (Preferred): 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): Valid Virginia Driver’s License Industry Licensure or Certifications (Preferred):

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: OFFICE MANAGER/EXECUTIVE ASST II NE Calendar: ALL 12 MONTH STAFF Pay Structure: CLERICAL SALARY SCALE Position: 956010006 FLSA Status: NON EXEMPT Job Grade: CP24 Job Code: 0030 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.