Salary Grade: Classified Schedule E

FLSA Status: Exempt

The Administrative Assistant III performs advanced administrative, operational, financial, and highly confidential support functions for a department director or administrator(s). This position is responsible for coordinating complex office operations, managing specialized administrative processes, and acting as a primary liaison for internal and external stakeholders. Due to the sensitive nature of the department’s work, this role requires exceptional discretion and independent judgment, particularly when handling court documentation, school board discipline packets, and departmental financials.

• Specialized Program Support: Assist in administrative processes related to Home Educational Services. 
• Discipline & Compliance Coordination: Assist in receiving, verifying for accuracy, and securely submitting student discipline packets to the School Board Discipline Committee in a timely manner, and contact each family to notify them of their scheduled discipline hearing date and time. 
• Financial Management: Manage departmental finances to include P-Cards, budgeting, purchasing, and payroll documentation utilizing LINQ software, ensuring compliance with division fiscal policies.
• Confidential Data & Records Management: Receive, process, and upload highly sensitive documentation from court services into departmental spreadsheets and databases. Maintain all digital and physical filing systems in accordance with strict confidentiality standards and retention laws. Receive, review, and document court summons related to student attendance and truancy cases and discipline ensuring timely distribution to the appropriate Student Support Specialist.
• Executive & Office Support: Manage calendars, schedule meetings and conferences, coordinate logistics, prepare agendas, and record official meeting minutes for the department leadership team.
• Stakeholder Communication: Serve as the primary point of contact for the department, providing exceptional customer service and facilitating clear communication among administrators, staff, students, families, community partners, and outside agencies.
• Correspondence & Documentation: Draft, proofread, compile, and distribute complex reports, correspondence, presentations, and program data to support departmental planning and decision-making. Distribute Interagency Truancy Review Team (ITRT) meeting minutes to community partners and other designated stakeholders.Maintain and update the Community Resource Folder, ensuring resources are accurate, current, and accessible to staff and families.
• Workflow & Process Improvement: Monitor operational deadlines, manage competing priorities, and recommend improvements to office workflows to ensure efficient departmental practices.
• Other Duties: Perform other related administrative and operational duties as assigned consistent with the scope of the position.

• Honesty
• Integrity
• Ethical
• Equity Minded
• Emotional Intelligence
• Cultural Competence
• Safety
• Quality

• Models Excellent Customer Service
• Thinks Strategically
• Shows Initiative
• Acts Decisively
• Communicates Effectively
• Works Collaboratively
• Resolves Conflict Proactively

• Technical Capabilities
• Computer Literacy
• Data Analysis and Management
• Fiscal Planning and Management
• Project Management
• Strategic Planning

• Required: Associate Degree or equivalent.
• Preferred: Bachelor’s Degree.
• Experience: 3–4 years of advanced office management, bookkeeping, clerical, or human resources experience.
• Systems Experience: Prior experience using LINQ or a similar financial management system is highly preferred.

• Solid knowledge of Lynchburg City Schools organization, policies, and practices.
• Ability to handle highly sensitive, confidential, and legal information (e.g., court records, discipline files) with the utmost discretion and integrity.
• Advanced proficiency in Microsoft Office, Google Workspace, and division-specific databases (i.e. Infinite Campus), with a strong ability to manage complex departmental spreadsheets.
• Solid understanding of accurate record-keeping, time management, and project management.
• Ability to lead, manage, and oversee departmental projects and initiatives independently.
• Solid knowledge of equitable practices that create a safe, inclusive, and supportive environment for LCS staff, students, families, and community members.
• Strong problem-solving skills with the ability to analyze situations, identify effective solutions, and exercise sound judgment while maintaining professionalism and accuracy.
• Ability to navigate sensitive or complex interactions with tact and discretion, exercise sound judgment, and communicate relevant information effectively.

• None 

• The position may require occasional travel within the school division to attend meetings, provide support to schools, and perform other assigned duties.