Administrative Assistant Sr. - Communications & Community Outreach

General Description

This position performs highly responsible and complex administrative work in support of the Chief Communications and Community Engagement Officer (CCO) and the department’s leadership team. Work requires the ability to operate independently, manage multiple priorities, and exercise sound judgment in an environment involving confidential and time-sensitive information. The position requires exceptional organizational, communication, and relationship management skills, as well as a strong understanding of division priorities and procedures. The employee serves as a key liaison to senior leadership, elected officials, and external partners. Work is performed under general supervision with latitude for independent decision-making within established policies, procedures, and practices.

Essential Job Functions :

Performs administrative work in support of the CCO and department leadership, ensuring efficient daily operations and proactive workflow management

Coordinates multiple schedules and communications on behalf of department leadership, maintaining confidentiality and professionalism at all times

Performs time and attendance functions for the department

Assists with the preparation, formatting, general editing, and organization of materials for department leadership

Serves as a trusted point of contact for internal and external stakeholders; Responds orally and in writing to routine inquiries, and directs non-routine matters to appropriate personnel

Oversees logistics and administrative planning for division-wide initiatives, events, and recognition programs, coordinating across teams to ensure accuracy, timeliness, and alignment with division standards

Manages vendor relationships, purchasing requests, and sponsorship documentation to support department operations and events

Monitors department budgets, purchasing card activity, and other financial documentation with accuracy and attention to detail; Provides updates to department leadership as necessary or as requested

Collects, organizes, and synthesizes information for reports, presentations, and communications that reflect departmental goals and outcomes

Maintains records, correspondence, and data systems in compliance with division policy

Coordinates staff recognitions and special projects that advance the division’s culture of engagement and appreciation

Serves as the department’s administrative lead, ensuring smooth office operations and assisting with the orientation and coordination of other support staff as needed

Performs other duties as assigned

Budgetary Responsibility :

Monitors department budgets, purchasing card activity, and other financial documentation

Report Preparation :

Researches, compiles, and prepares information for reports, briefings, presentations, and other related correspondence based on knowledge of subject matter; Independently drafts correspondence, talking points, and summaries for leadership review, as requested

Equipment Operation :

Computer, copier, fax, telephone, and other standard office equipment

Contacts :

This position requires frequent contacts at all levels within the division, as well as external contacts, including parents, businesses, media, government agencies, and the general public.

Work Direction / Supervision :

This position manages the work flow of the department, as appropriate, but has no supervisory responsibilities.

Decision Making :

This position exercises independent judgment in managing priorities and resolving administrative issues within established policies, procedures, and practices. and seeks supervisory input for non-routine matters and as otherwise necessary.

Formal Policy-Setting Responsibilities :

This position has no formal policy-setting responsibilities, but may provide input regarding area of work as requested by department leadership.

Physical Demands :

The physical demands described here represent those that must be met to successfully perform the essential job functions. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this job, the employee is regularly required to use hands to lift, support, handle, or feel objects, tools, or equipment; reach with hands and arms; handle paper files, records, computer and equipment controls; and talk and hear. The employee is occasionally required to stand, walk, stoop or kneel. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus.

Work Environment :

While performing the duties of this job, the employee regularly works in an office environment. The noise level in the work environment is typically quiet to moderate.

Qualifications

• Working knowledge of office and division administrative policies, procedures, and practices

Exceptional organizational and time management skills, with the ability to manage multiple concurrent priorities

Demonstrated ability to handle sensitive and confidential information with discretion

Demonstrably strong written and verbal communication skills, including the ability to prepare clear, polished, and professional correspondence and materials

Ability to build and maintain effective working relationships with diverse internal and external stakeholders

Demonstrated proficiency in the Microsoft Suite of software (Word, Excel, PowerPoint, and Outlook) and Google Suite of software (Gmail, Drive, Slides, Docs, Sheets), and comfort with digital workflow systems and event management tools

Demonstrated ability to work independently, exercise sound judgement, anticipate needs, and problem-solve in a fast-paced environment

Requirements

Education, training, or experience sufficient to demonstrate the required knowledge, skills and abilities.

Preferred :   Prior experience providing executive-level administrative support or managing complex organizational functions

Applicants considered for employment must successfully complete the following background investigations / tests :

Federal Bureau of Investigation (FBI) Criminal History Investigation

State Police Criminal History Investigation

Child Protective Services (CPS) Investigation

Tuberculosis Screening / Test

Chesterfield County Public Schools assures