Administrative Assistant - Family & Community Engagement (Bilingual Spanish Preferred) - Family Resource Center (2025-2026 School Year)

HARRISONBURG CITY PUBLIC SCHOOLS

JOB DESCRIPTION

Position:

Administrative Assistant III-Family & Community Engagement - English/Spanish Required

Reports to:

Chief of Staff

Contract:

250 Days (July 1st June 30th)

Salary Scale:

Administrative Assistant III (C9)

FLSA Status:

Non-Exempt

Revised:

7/2023

POSITION SUMMARY:

The Administrative Assistant facilitates the efficient operation of the Department of Family and Community Engagement by performing a variety of clerical administrative professional and technical tasks to support the department. Provides training to end users and performs related duties as required or assigned. Performs a variety of clerical duties including keyboarding formatting editing documents filing answering telephones and operating office equipment under general supervision. The Administrative Assistant provides language support to schools as needed.

QUALIFICATIONS:

1. Three years of secretarial experience including one year in a lead capacity of a school or department support staff.
2. Graduation from high school or equivalent. College course work or training certificates in accounting business or public administration or from a field closely related to the knowledge and abilities requirements from an institution of higher learning accredited by a regional accrediting organization recognized by the Council of Higher Education or a recognized training agency are preferred.
3. Read write and speak English and Spanish fluently and effectively
4. Inform others about policies procedures and rules related to an assigned program or office Make arithmetic calculations with speed and accuracy
5. Self-manage multiple tasks to meet schedules and timelines
6. Maintain focus and thoroughness in the performance of duties
7. Develop train and provide work direction to others
8. Establish and maintain cooperative and effective working relationships with others
9. Effectively demonstrates the ability to perform the essential functions.
10. Experience working directly with individuals and families from diverse racial ethnic and socioeconomic backgrounds.
11. Familiarity with equity and inclusion frameworks. Models non-discriminatory practices in all activities. Respects the worth dignity and individual differences of others.
12. Excellent written and verbal communication skills and the ability to present to diverse audiences to foster professional relationships and express and/or exchange ideas.
13. Excellent interpersonal skills.
14. Proficiency in the use of a variety of office/instructional equipment and technology with experience using Microsoft Office Google Workspace and email.
15. Demonstrated leadership qualities and personal characteristics necessary for working effectively with students teachers administrators and the community.

ESSENTIAL FUNCTIONS:

• Types edits proofreads and formats from rough copy a variety of documents including reports memos letters correspondence emails and bulletins

• Responds to routine items and composes correspondence and emails independently or from brief oral and written instructions

• Compiles and assembles data for inclusion in narrative and statistical reports

• Maintains office budget financial records and contracts and tabulations related to payroll and the budget and inventory of office capital equipment and furniture

• Records and reports time and attendance of office staff

1. Prepares reviews and processes a variety of business transactional forms including requisitions mileage absence claims purchase orders travel authorizations and others
2. Monitors and maintains office supplies and equipment maintenance schedules and service agreements
3. Maintains and updates a variety of records files organizational charts logs and tabulations containing sensitive and confidential information related to assigned program or division personnel
4. Tracks personnel performance reviews and required training
5. Maintains and updates office website contents
6. Maintains the administrators calendar scheduling appointments meetings and travel arrangements
7. Schedules and coordinates meetings prepares agendas and PowerPoint presentations distributes meeting and related materials and takes meeting minutes
8. May take and transcribe dictation as assigned
9. Answers telephones and receives office visitors
10. Receives screens and routes mail
11. May provide work direction to other lower level staff as appropriate
12. Takes all industry standard precautions to protect students staff equipment materials and facilities.
13. Maintains appropriate state licensure; assumes responsibility for and participates in staff development (professional growth) and training to keep materials supplies and skills up-to-date.
14. Follows appropriate safety procedures and properly maintains equipment.
15. Actively participates in and attends all required meetings.
16. Maintains confidentiality when appropriate.
17. Complies with and supports school division policies regulations procedures and the HCPS Strategic Plan.
18. Effectively performs other duties as assigned by the immediate supervisor.

PHYSICAL DEMANDS / WORK ENVIRONMENT:

Light work lifting up to 25 pounds occasionally and/or up to 10 pounds frequently. Regular travel throughout the school and effectively interact with students staff and the school community. Regular contact with staff members is required. Not substantially exposed to adverse environmental conditions.

EVALUATION:

Performance will be evaluated in accordance with school board policy and administrative regulations on the evaluation of administrative or licensed personnel.

The above is intended to describe the essential functions of and requirements for the performance of this position. It is not to be construed as an exhaustive statement of the duties responsibilities and requirements of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions and meet the demands of this position.