Administrative Assistant

Title: Administrative Assistant

State Role Title: Administrative and Office Specialist III

Hiring Range: $32,340 - $45,000 ($16.98 - $23.60/hour)

Pay Band: 3

Agency: VA School for the Deaf & Blind

Location: VA School for Deaf & Blind

Agency Website: https://www.jobs.virginia.gov/home

Recruitment Type: General Public - G

About Us

The Virginia School for the Deaf and the Blind (VSDB) is located in the historic, vibrant city of Staunton, Virginia. VSDB provides superior education for students who are deaf/hard of hearing, blind/vision impaired, deafblind, and deaf or blind with other disabilities.

VSDB offers PreK-12 education with both residential and day student options.

VSDB believes that disabilities are challenges not barriers and supports each student in their goal to be independent and to reach their highest academic potential!

VSDB prepares students for life!

About this position

The Virginia School for the Deaf and the Blind is seeking an Administrative Assistant to provide quality clerical and secretarial services to school administration.
This is a 11-month, classified position with state benefits, including health insurance, retirement, life insurance, and disability coverage.

The beginning date for this position is the beginning of our next school year in July 2024.

The VSDB offers:
• $2,000 Sign-on Bonus available!
• Great comprehensive benefit package with sign-on bonus
• Summer break (remove if 12-month position)
• Supportive and positive team setting
• Low-cost medical, dental, and vision insurance
• Free Life insurance
• School-Residential partnership that supports a 24/7 learning environment

Job Duties

• Office Management and Clerical Duties
  • Answers telephone calls and email messages, takes messages and directs communications to others.
    Sets up appointments for the Principal and other professionals assigned.
  • Maintains a calendar of activities for departments.
  • Prepares daily bulletin for departments.
  • Types and files all departmental correspondence as required.
  • Assures student files are up-to-date, copies and forwards reports to outside agencies of student files upon request per required procedures.
  • Prepares student absentee reports, student report cards, sets up student report card files.
  • Prepares work orders and other requests for departments.
  • Tracks attendance and reports using Powerschool
  • Assists with emergency drills according to the schedule.
  • Performs other duties, as assigned by the Administration.
  • Provides information and assistance to individuals and groups external to the school.Responds efficiently, representing the Administrative offices and the educational program in a positive manner.
  • Manages meal ticket sales for employees
  • Manages fleet state vehicles usage in Schooldude program(to include work study, school field trips, employee travel)
  • Inputs all work orders and travel requests through the school’s work management software
  • Assists in arranging travel arrangements for school based employees
• Department Purchasing
  
  • Checks accuracy of requisitions from staff.
  • Informs staff of changes within the purchasing procedures.
  • Types all requisitions and purchase orders for activities and codes appropriately.
  • Posts all account activities into spreadsheet for reporting purposes.
  • Signs all orders for departments upon completion and forwards to Principals or designees.
  • Requests repair of equipment for departments.
  • School Activity Fund Management
  • Maintains school fund balances.
  • Prepares receipts and deposits for sponsors.
  • Assures receipts are turned in for funds used.
  • Reconciles balances with business office figures.
• Payroll Preparation/Substitute Coverage
  • Prepares payroll sheet and timecards for departmental staff and completes leave time.
  • Maintains daily attendance records.
  • Alerts administration when a student has reached 5 days of unexcused absence.
  • Supports the Teacher Assistant Supervisor with securing substitutes to assure school-based programs are sufficiently staffed by providing an up to date list of known staff absences.
    

Minimum Qualifications

High school diploma or General Educational Development (GED) Certificate.
Training, experience or a combination of both in secretarial services and office management.

Must be able to complete all required training according to stated due dates or as scheduled in accordance with the directives of the Department Head and/or direct supervisor.

Current CPR and First Aid certification is required or must be obtained in accordance with school policy.

Valid Virginia Driver’s license with driving record that reflects sense of responsibility for highway and passenger safety.

Knowledge of office management procedures, standard English grammar, spelling, punctuation, and basic math.

Advanced computer skills to include proficiency in Google Suite or MS Office applications.

Knowledge of records management procedures sufficient to prepare and maintain records.

Good organizational, communication and interpersonal skills

Ability to work independently and follow school policies and procedures.

Proficiency level of “Advanced” in American Sign Language as measured by the Sign Language Proficiency Scale or ability to acquire the specified level within three years.

Ability to communicate effectively both orally and written.

Additional Considerations

Preferred Qualifications:

Prior experience working within a school system

Special Instructions

You will be provided a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to “Your Application” in your account to check the status of your application for this position.

You will be provided a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to “Your Application” in your account to check the status of your application for this position.

Note: A criminal history, Virginia Department of Social Services check, and driving record check will be required for final candidates.

Applications must be completed on-line at https://www.jobs.virginia.gov/home

VSDB is a tobacco free facility. For assistance call (540) 332-9069 or visit our website at www.vsdb.k12.va.us.

EEO/AA

Contact Information

Name: Jody Beelendorf

Phone: (540)332-9069

Email: jody.beelendorf@vsdbs.virginia.gov

In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly COD) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their AHP Letter. Requesting an AHP Letter can be found at AHP Letter or by calling DARS at 800-552-5019.

Note: Applicants who received a Certificate of Disability from DARS or DBVI dated between April 1, 2022- February 29, 2024, can still use that COD as applicable documentation for the Alternative Hiring Process.