Office Associate - Monticello High School

Albemarle County Public Schools works together as a team to end the predictive value of race, class, gender, and special capacities for our children’s success through high-quality teaching and learning for all. We seek to build relationships with families and communities to ensure that every student succeeds.

About the role

Work consists of varied duties completing and/or coordinating a wide range of administratively complex processes and tasks relating to the broad needs of a school division, by supporting a school or department. Work requires a broad knowledge of school division operations and is performed under broad supervision with considerable latitude for independent judgment.

Responsibilities

• Complete complex administrative and technical assignments; a significant portion (>50%) of tasks are performed entirely by the incumbent.
• Handle complex time and attendance tasks; communicate with department employees on time and attendance programs.
• Work independently on complex projects, including preparation of budgets and reports.
• Prepare, format, edit, update, and distribute a variety of documents.
• Prepare agendas and other meeting documentation, including meeting minutes.
• Meet, greet, and screen customers/visitors; provide assistance and resolve difficult customer-related issues.
• Answer unit/department phones, take messages, provide responses, and elevate difficult questions to the next level.
• Monitor department accounts and complete bookkeeping tasks.
• Prepare correspondence for the department and respond to general inquiries; compose letters and memoranda independently.
• Prepare complex reports specific to the unit/department.
• Answer and screen calls; gather information to provide appropriate responses.
• Maintain calendars for supervisor and schedule appointments with internal and external attendees, board members, supervisors, etc.
• Coordinate with peer administrative staff on coverage and other critical operational matters.
• Coordinate onboarding logistics for newly hired employees.
• Collect, verify, and enter complex unit/department information into databases; maintain databases and keep information current.
• Establish and maintain files, frequently of a confidential and/or sensitive nature.
• Serve as sole individual responsible for school registration, substitute teacher coordination, student attendance, or other significant programs associated with school operations.
• Create bulk mailings using databases and mail merge features.
• Maintain inventory of materials, supplies, and/or equipment; serve as first contact for office equipment maintenance.
• Play a significant role in office management and oversight for the unit/department.
• Frequently provide back-up to department/unit head in their absence.
• Serve on special and/or regular teams and committees.
• Frequently provide day-to-day direction for or have responsibility for supervision of administrative positions within the department/unit.

Requirements

• Comprehensive knowledge of standard office practices, terminology, procedures, equipment, and business arithmetic.
• Considerable knowledge of departmental functions, school administration, organization, and policies.
• Ability to occasionally perform complex mathematical and statistical calculations.
• Ability to maintain complex clerical records and prepare reports from records.
• Comprehensive knowledge of business English and spelling.
• Ability to establish and maintain effective working relationships with employees, school officials, and the general public.
• Significant, comprehensive knowledge of unit/department, County policies, guidelines, and codes.
• Broad knowledge of numerous department-specific programs and activities.
• Intermediate to advanced proficiency in office-related and department/school division-specific software.
• Frequently provide informal technical assistance.
• Ability to effectively use office equipment including computer, copier, postage meter, fax, printer, multiple-line phone, paper folder, laminator, projector, and scanner.

Qualifications

• Any combination of education and experience equivalent to attainment of a college certificate, associate degree, or diploma.
• Minimum of two years of increasingly responsible experience in administrative and/or clerical work.
• Bookkeeping experience preferred.

Benefits

• Health and dental coverage
• Retirement plan
• Flexible spending accounts
• Paid time off
• Wellness program
• Discounts on gym memberships

Schedule

Full-time, 8 hours per day; 12 months (260 days) per year.

Physical Requirements & Work Environment

Regular contacts made with individuals from other internal units, outside organizations, and the general public for purposes of exchanging information which requires some judgment or interpretation. Communication is usually cooperative in nature with infrequent conflicts resolved by higher authority. Administrative clerical work typically performed sitting in an office with occasional walking, light lifting of office items up to 30 pounds, and other limited physical activities.