Administrative Office Assistant - Department of Instruction

Administrative Office Assistant
- Department of Instruction

Hopewell City School District Central Office
- Hopewell, Virginia Open in Google Maps

Job : 5893444

Final date to receive applications: Posted until filled

Posted: Aug 19, 2026 4:00 AM (UTC)

Starting Date: Immediately

This role is best suited for someone who: picks up new tasks and systems quickly and needs little repeat explanation; juggles competing priorities and deadlines while staying organized and calm under pressure; is comfortable with technology and confidently uses Google, Microsoft, and other office and accounts payable platforms to get work done efficiently; and brings a proactive, service-oriented mindset to a fast-paced school or office environment, anticipating what the directors, callers, and visitors need before being asked.

Duties & Essential Functions

(These are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.)

• Provides advanced-level administrative and clerical support to assigned central office directors, ensuring smooth and efficient operation of the office.
• Develops, types, and reviews correspondence, reports, lists, forms, tables, and memorandums from rough drafts or oral instruction; drafts routine correspondence for supervisor's signature.
• Greets, assists, and provides information to families, staff, and community members; answers and directs telephone calls, takes messages, and responds to inquiries.
• Maintains supervisor's calendar; coordinates and schedules meetings and conferences, notifies attendees, and makes travel arrangements.
• Enters and updates student discipline and other records in the school's student information system; monitors records for completeness and accuracy.
• Performs routine accounts payable functions, including processing invoices and reimbursements, and assists in compiling and completing monthly and budget reports.
• Obtains, gathers, and organizes pertinent data and inputs it into usable form; maintains confidential files of correspondence, forms, and reports.
• Maintains control records on incoming correspondence and action documents and follows up on work in progress to ensure timely response or action.
• Performs related duties as required or assigned.

This job operates in a professional office or school environment with a noise level of mostly low to moderate. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines. Must have the use of sensory skills in order to effectively communicate and interact with other employees and the public using the telephone and personal contact, as normally defined by the ability to see, read, talk, hear, and handle or feel objects and controls.

Requires frequent sitting, grasping, fingering, repetitive motion, and reaching, and occasional walking, standing, bending, stooping, balancing, and crouching, with the ability to lift up to 20 pounds occasionally. Requires timely and regular adherence to established work schedules; regular and reliable attendance is an essential function of this position.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work is performed under the supervision of the Directors of Instruction.

Required

• Any combination of education and experience equivalent to graduation from high school or possession of a General Equivalency Diploma (GED) certificate.
• Five years of experience in general office administration or office support.
• Proficiency in Google Workspace and Microsoft Office Suite applications, and the ability to learn other technology platforms and software used by the division, including accounts payable programs and functions.
• Knowledge of procedures, practices, and operations of an office or administrative setting.
• Knowledge of or ability to learn applicable local, state, and federal laws and regulations.
• Skill in business English, grammar, spelling, and punctuation.
• Organizational and time management skills with the ability to multitask in a fast-paced environment.
• Ability to maintain confidentiality and to handle sensitive information with discretion.
• Ability to provide positive customer service and to develop and maintain effective working relationships with school division staff, and community members.
• Ability to communicate effectively, both orally and in writing.

Preferred

• Prior experience in a school or office setting.

Contract length: 12-month position

Position Type: Full-Time

Salary: $46,201 to $73,274 Per Year

• Dr. Tina Barringer , Director of Instruction
• Central Office
• Phone:
• Email: tbarringer.va.us