Administrative Assistant Sr. - Communications & Community Outreach

Salary : $47,594.00 - $80,903.00 Annually

Location : VA 23225, VA

Job Type : 260 days, 8 hours per day

Job Number : 16714

Department : DIV - Communications & Community Relations

Opening Date : 11 / 10 / 2025

FLSA : Non-Exempt

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

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 :

Chesterfield County Public Schools assures Equal Employment Opportunities for employees as required by Federal and State Orders and Laws. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential tasks. This job description is intended to accurately reflect the position activities and requirements. However, the administration reserves the right to modify, add, or remove duties and assign other duties as necessary. It is not intended to be and should not be construed as an all-inclusive list of all the responsibilities, skills, or working conditions associated with the position and does not imply an employment contract.

Chesterfield County Public Schools offers a wide variety of benefits to employees. Benefit offerings may differ based upon full-time and part-time employee status.

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Have you ever been convicted of a felony?

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Have you ever been convicted of any offense involving a child?

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Have you ever been the subject of a founded case of child abuse and / or neglect?

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Have you ever been convicted of a violation of law other than a minor traffic violation or possession of marijuana?

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If you answered "yes" to the question regarding a conviction of a violation of law other than a minor traffic violation or possession of marijuana, please explain the nature of the conviction(s), the date(s) of the conviction(s), and if the conviction involved any persons under the age of 18.

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Has your teaching license ever been revoked or suspended? If not applicable, select "No."

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