Executive Assistant to the Chief Schools Officer

THIS IS A TWELVE MONTH (245 DAYS) POSITION.

Job Title: Executive Assistant to the Chief Schools Officer

FLSA Status: Non-Exempt Employment Status: Classified

License Required: No

Reports to: Chief Schools Officer/Director of Student Services
Duties and Responsibilities
General Administrative Support

• Provide support to the Chief School Officer and the Student Services Department
• Operate in a fast-paced, deadline-driven environment, serving as a gatekeeper between departments to ensure smooth office workflow.
• Prioritize and manage tasks for multiple upper-level staff members efficiently and in a timely manner.
• Utilize Microsoft Office, Google Workspace, and division-specific platforms (e.g., PowerSchool, FMX, Scribbles) to manage data.
• Respond promptly and professionally to inquiries from parents, guardians, and community partners.
• Monitor the Chief Student Officer's internal mailbox and ensure timely distribution of important documentation to the appropriate staff members.
• Event planning and execution

Instruction and Technology Support

• Maintain and analyze elementary enrollment data.
• Provide assistance with PowerSchool student information system.
• Secure meeting spaces and coordinate associated logistics (e.g., equipment, materials, scheduling).
• Update and maintain the Instructional Calendar for the division.
• Process keynote vouchers and purchase orders (POs).
• Support the coordination and tracking of grant-related reimbursements, including documentation for federal and consortium grant compliance. (Title I, Virginia Tiered Systems of Supports, McKenny Vento)
• Maintain all Title I documentation, including travel timesheet submissions, financial tracking in OMEGA, and processing of purchasing orders.

Student Services

• Manage documentation and update spreadsheets for Homebound/Home-based education programs, maintaining communication with parents and healthcare providers.
• Maintain records and communication for Homeschool students and families.
• Ensure confidentiality and secure management of student records.
• Process keynote vouchers and purchase orders (POs).
• Serve as the primary liaison for private day organizations, ensuring accurate daily attendance tracking in PowerSchool and managing the intake and distribution of Serious Incident Reports (SIRs) to appropriate parties.
• Prepare Safety-Care training booklets for upcoming sessions and maintain accurate certification records for all staff participants.
• Communicate Health Services information to stakeholders, as needed.

Other Responsibilities

• Coordinate translation and interpretation services for meetings and parent communications.
• Serve as the certified Veteran Affiliation official for PHS; complete necessary documentation for student approvals and maintain accurate records.

Qualifications

Demonstrates an understanding of the job tasks.

Demonstrates the ability to deliver and articulate oral presentations and written communication and to interact effectively with teachers, administrators, classified employees, and the public.

Demonstrates ability to develop and use empathetic listening skills, communicate with clarity and maintain an attitude that conveys respect, assistance, honesty and resourcefulness.

Demonstrates professionalism by working cooperatively with other staff members, using support services when needed and complying with administrative directives, individual school guidelines, and school board policy.

Demonstrates ability to handle confidential employee and administrative information with tact and discretion.

Demonstrates good work habits to include punctual and regular attendance.

Education and/or Experience:

High school diploma or equivalent required; combination of education and experience in general office procedures.

Must be proficient in Microsoft Office-Word, Excel and PowerPoint.

Must have working knowledge of all Google apps and TalentED suite applications that pertain to job responsibilities.

Language Skills

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of parents or public.

Reasoning/Other Abilities

Ability to apply common sense understanding to carry out simple one-or two-step instructions. Ability to deal with standardized situations with only occasional or no variables.

Physical Demands

Work involves frequent operation of office equipment and limited physical tasks.

Work Environment

Work involves exposure to normal everyday hazards. Work is performed in an office and is subject to deadlines and frequent interruptions.

Evaluation

Performance on this job will be evaluated in accordance with school board policy and administrative regulations on evaluation of classified personnel.