Office Associate - Monticello High School

Albemarle County Public Schools•Charlottesville, VA

3d•Onsite

About The Position

The Office Associate supports Monticello High School by completing or coordinating a broad range of administratively complex processes and tasks. The role requires broad knowledge of school division operations and is performed under broad supervision, with considerable latitude for independent judgment. More than half of the work consists of tasks or processes completed entirely by the incumbent. The position handles complex administrative and technical assignments, including time and attendance processes, reports, correspondence, records, databases, calendars, customer service, and office management. Depending on the assignment, the Office Associate may also support school registration, substitute teacher coordination, student attendance, bookkeeping, onboarding logistics, inventory, and administrative staff supervision or direction. Work is typically performed sitting in an office, with occasional walking, light lifting of office items up to 30 pounds, and other limited physical activities. The role regularly communicates with internal units, outside organizations, and the public to exchange information, generally in a cooperative setting.

Requirements

Education and experience equivalent to a college certificate, associate degree, diploma, or equivalent.
At least two years of increasingly responsible administrative and/or clerical experience.
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 or department, County policies, guidelines, and codes.
Broad knowledge of department-specific programs and activities.
Intermediate to advanced proficiency with office-related and department- or school-division-specific software.
Ability to provide informal technical assistance.
Ability to effectively use office equipment, including a computer, copier, postage meter, fax, printer, multiple-line phone, paper folder, laminator, projector, and scanner.

Nice To Haves

Bookkeeping experience preferred.

Responsibilities

Complete complex administrative and technical assignments, including processes handled entirely by the incumbent.
Perform complex time and attendance-related tasks and communicate with department employees about related programs.
Work independently on complex projects, which may include preparing budgets and reports.
Prepare, format, edit, update, and distribute documents; compose letters and memoranda; and prepare complex unit or department reports.
Prepare meeting agendas and documentation, including meeting minutes, as needed.
Greet and screen visitors, provide assistance, answer and screen calls, take messages, respond to inquiries, and elevate difficult questions or callers when appropriate.
Resolve difficult customer-related issues as appropriate.
Monitor department accounts and complete bookkeeping tasks as needed.
Maintain supervisor calendars and schedule appointments with internal and external attendees, board members, and supervisors.
Coordinate with peer administrative staff on coverage and other operational matters.
Coordinate onboarding logistics for newly hired employees as needed.
Collect, verify, enter, and maintain complex unit or department information in databases.
Establish and maintain files, including confidential or sensitive files.
Create bulk mailings using databases and mail merge features.
Maintain inventories of materials, supplies, or equipment as needed and serve as a first contact for office equipment maintenance as needed.
Play a significant role in office management and oversight; provide backup to the department or unit head in their absence.
Serve on special or regular teams and committees as needed.
Provide day-to-day direction for, or supervise, administrative positions within the department or unit as needed.
Depending on assignment, serve as the sole individual responsible for school registration, substitute teacher coordination, student attendance, or another significant school operations program.