Overview
ESL Administrative Assistant, 12 months Jobs in Culpeper, VA at Culpeper County School District
TYPE OF POSITION
POSITION TITLE
Principal Clerk and Secretary I / Administrative Assistant
GRADE LEVEL
1
DEPARTMENT
Department of Development & Inspectional Services
FLSA STATUS
Non-Exempt
REPORTS TO
Director of Development & Inspectional Services
POSITION PURPOSE
Under the general direction of the Director of the Department of Development & Inspectional Services (DDIS), serves as primary staff member responsible for provision of complex and comprehensive administrative and secretarial duties for DDIS, including customer service, secretarial responsibilities, office administrative and bookkeeping functions, and special projects. This position is considered essential, and may be required to report to work during inclement weather and/or as needed during emergency situations as determined by the Director of Development & Inspectional Services.
SUPERVISION
Supervision Scope. Exercises high initiative, creativity and independent judgement in assisting with the administration of DDIS programs and services. Works independently generally sets own daily work plan and choosing between appropriate courses of action to achieve defined objectives; refers only unusual cases to supervisor.
Supervision Received: Works under the general direction of the Director of DDIS, following existing rules and guidelines as appropriate. Employee refers unusual situations to supervisor for advice and further instructions.
Supervision Given: None.
WORK ENVIRONMENT
Work is performed under typical office conditions; subject to normal variations in temperature; work environment is moderately noisy, with some noise; frequent interruptions in person and/or via telephone calls to assist department staff and customers. May be required to work beyond normal business hours in response to emergency situations.
Operates a computer including work processing, spreadsheet, database software, etc.; calculator, telephone, copier, facsimile machine and other standard office equipment in a proficient and effective manner.
Makes frequent contact with the general public, other town, state and federal departments and officials, vendors, outside organizations, and contractors. Contacts require a high level of tact, understanding and patience.
Has access to department-related confidential and/or sensitive information including financial, personnel, medical, and other records, the disclosure of which would cause a significant breach of trust, legal exposure, and serious damage to the reputation of the department.
Errors in judgement could result in hardship to the town, lower standards of service to the community, legal ramifications, financial loss of revenues, and negative public relations.
ESSENTIAL FUNCTIONS
The essential functions of duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or logical assignment to the position.
Under the general supervision of the Director of DDIS, is responsible for the efficient operation of the department, including the divisions of Health including Animal Control and Solid Waste & Recycling, Code, Planning, Economic Development/ Energy Management through the performance of various administrative and secretarial functions and the development of office procedures.
Provides assistance to internal and external customers of the department, including department staff, members of the public, contractors, vendors, Town staff, Board and Committee members, etc. Greets visitors, answers telephone, explains office procedures, and responds to questions within level of expertise and authorization, referring more complex issues to technical, professional or management staff.
Serves as primary department staff member responsible for office administrative, bookkeeping functions and managing budget accounts. Maintains records related to the department’s budget; responsible for budget details, accounts and summaries; monitors expenditures and balances within accounts; assists department head with preparation of annual budget.
Prepares purchase orders; pays bills and processes invoices.
Responsible for collecting, recording, and depositing fees and processing of DDIS permits, licenses, applications, prepares related reported and reconciles with Treasurer/Collector’s department.
Oversees the day-to-day administration of the office and maintains schedule for the Director and various inspectional staff.
Maintains department filing system, processes mail and messages in paper or electronic form.
Calculates, prepares and verifies weekly payroll records for department; maintains personnel records relating to sick leave, overtime, retirement, holiday leave, vacations, etc.
Assist customers on the telephone, by email and in person regarding complaints and requests of for information and refers individuals to appropriate resources.
Responsible for logging public records requests, maintaining the associated database, preparing and sending completed requests in a time sensitive manner.
Assists customers with online permitting module for department operations.
Prepares and processes public hearing notices, agendas, meeting minutes, decisions, and attends all Board of Health meetings.
Orders office supplies as necessary to maintain inventory levels, and maintains service of office equipment.
Responsible for payment and processing of all health fees, including payment reconciliation and accountability for large sums of money on a daily basis. Processes all Board of Health permit applications and issues permits for food establishments, septic and well installations, tobacco retailers, camps, swimming pools, beaches, motels, tanning facilities, animal permits, solid waste, etc.
Processes mobile home park monthly billing and maintains a monthly resident list in all parks. Processes solid waste/septic haulers applications and issues permits and stickers.
Attends and works health clinics, assists with documents, prepares insurance claims, processes clinic billings, and attends annual training. Responsible for maintaining confidential and/or sensitive information, and communicable disease records.
Responsible for record keeping of health-related and environmental reports and maintains associated databases.
Performs grant reporting functions as needed.
Assists with the preparation of material to be included in the Annual Town Report.
Works on special projects; may be required to attend other meetings as needed. Performs other related duties, as required, directed, or as situation dictates.
RECOMMENDED MINIMUM QUALIFICATIONS
EDUCATION, TRAINING AND EXPERIENCE
Duties require knowledge of office administration, secretarial practices, basic bookkeeping and automated office systems and procedures equivalent to high school education and 3-5 years of related experience, with municipal experience preferred. High school diploma or equivalency required. Associate’s or bachelor’s degree in business administration, secretarial science, or computers preferred or an equivalent combination of education and experience.
KNOWLEDGE, ABILITY AND SKILL
Knowledge:
Working knowledge of local municipal government, practices, and procedures.
Thorough knowledge of standard office procedures, practices, forms, and equipment.
Working knowledge of the organization and institutions relevant to the department’s functions.
Knowledge of the full scope of the departmental activities and policies.
Familiarity with pertinent state and local laws relating to departmental operations.
Working knowledge of Massachusetts Public Records Law.
Abilities:
Ability to work cooperatively with others.
Ability to organize time, prioritize multiple tasks, and deal effectively with interruptions.
Ability to maintain detailed budget accounts, financial records, and bookkeeping.
Ability to work effectively under time constraints to meet strict deadlines.
Ability to operate office software programs, computers, copy machines, and other typical office equipment.
Ability to maintain detailed extensive records and filing systems.
Ability to prepare routine correspondence and reports utilizing computerized office applications, such as Microsoft Office Suite.
Ability to deal tactfully and appropriately with the general public, town department staff, management personnel and outside professionals in an effective manner.
Ability to communicate clearly and concisely with others, both orally and in writing, to a diverse group including the general public, department heads, and state, local, and federal agencies.
Ability to maintain confidentiality of sensitive information consistent with rules for public disclosures.
Ability to use initiative, tact, and judgement in dealing with town, state, and regional personnel, vendors, various professional organizations, and the general public.
Skills:
Proficient in Word, Excel, Access, Outlook, MUNIS, online permitting software, map plotter and the ability to learn various computer operations, programs and database management systems as needed.
Proficient in use of standard office equipment, including computers.
Persuasiveness, resourcefulness, and discretionary skills.
Excellent customer service and clerical skills, including recording keeping, filing and typing.
Excellent communication skills and excellent skills in dealing with the general public in a tactful and courteous manner.
PHYSICAL REQUIREMENTS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Minimal physical effort generally required in performing duties under typical office conditions.
Frequent interruptions to assist department staff and customers on the phone, by email or in person.
The position required regular lifting and carrying of files, documents, records, etc.
Employee is often required to sit and/or stand in one place for an extended period of time.
May spend extended periods at computer terminal, on telephone, or operating other office machines, requiring close eye-hand coordination and finger dexterity.
Ability to operate a keyboard at efficient speed for long periods of time.
Ability to lift/move objects weighing up to 30 pounds, including boxes of files, documents, etc.
Ability to communicate both orally and in writing.
Ability to read, see, and differentiate between colors. Visual demands include close vision, the ability to adjust focus, and the routine reading of documents for general understanding and analytical purposes.
Ability to talk, walk, hear, see, stand, and sit.
This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.
HOW TO APPLY
Job Details
Category
Town of Auburn Employment Opportunities
Status
Open
Posted
June 18, 2025 8:00 AM
Closing
Open Until Filled
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Title: ESL Administrative Assistant, 12 months
Company: Culpeper County School District
Location: Culpeper, VA
