Office Associate (Temporary)- Ivy Elementary School - 2026-27 School Year

Albemarle County Public Schools•Charlottesville, VA

3d•Onsite

About The Position

This is a temporary Office Associate position at Ivy Elementary School for the 2026-27 School Year. The role involves supporting a school or department with a wide range of administrative processes and tasks, requiring a broad knowledge of school division operations. The position offers considerable latitude for independent judgment and is performed under broad supervision. Albemarle County Public Schools (ACPS) is committed to creating equitable learning experiences for all students and has a strong Anti-Racism policy. ACPS employees benefit from competitive pay and benefits.

Requirements

Comprehensive knowledge of standard office practices and terminology, procedures and equipment, and of 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, activities.
Intermediate to advanced proficiency in office-related, and department/school division-specific software.
Ability to effectively use office equipment, including computer, copier, postage meter, Fax, printer, multiple-line phone, paper folder, laminator, projector, and scanner.
Any combination of education and experience equivalent to attainment of a college certificate, associate degree or diploma or its equivalent, and a minimum of two years of increasingly responsible experience in administrative and/or clerical work.

Nice To Haves

Frequently provides informal technical assistance.

Responsibilities

Responsible for completion of complex administrative and technical assignments.
Regularly responsible for complex time and attendance-related tasks and communicating with department employees on these programs.
Works independently on complex projects, which may include preparation of budgets and reports.
Prepares a variety of documents, including formatting, editing, updating, and distributing them.
May prepare agendas and other documentation for meetings, including meeting minutes.
Meets, greets, and screens customers/visitors, providing assistance and potentially resolving difficult customer-related issues.
Answers unit/department phones, takes messages, and provides responses, escalating difficult questions.
May monitor department accounts and complete bookkeeping tasks.
Prepares correspondence for the department and responds to general inquiries, composing letters and memoranda independently.
Prepares complex reports specific to the unit/department.
Answers and screens calls, gathering information to provide appropriate responses.
Maintains calendars for supervisor and schedules appointments.
Coordinates with peer administrative staff on coverage and other critical matters.
Responds to difficult customer-related issues and resolves them accordingly.
May coordinate onboarding logistics for newly-hired employees.
Collects, verifies, and enters complex unit/department-related information into a database, maintaining and updating the database.
Establishes and maintains files, frequently of a confidential and/or sensitive nature.
May serve as the sole individual responsible for school registration, substitute teacher coordination, student attendance, or other significant program associated with school operations.
Creates bulk mailings using databases and mail merge features.
May maintain inventory of materials, supplies, and/or equipment.
May serve as the first contact for office equipment maintenance.
Plays a significant role in office management and oversight for the unit/department.
Frequently provides back-up to the department/unit head in their absence.
May serve on special and/or regular teams and committees.
Frequently provides day-to-day direction for or has responsibility for supervision of administrative positions within the department/unit.