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Albemarle County Public Schools · 4 months ago

Office Associate (part-time) - Extended Day Enrichment Program - 2025-26 School Year

Albemarle County, VA

Part-time

Onsite

Entry Level

2+ years exp

Albemarle County Public Schools is dedicated to providing authentic and relevant learning experiences for students. They are seeking a part-time Office Associate to support the Extended Day Enrichment Program, responsible for various administrative tasks, time and attendance management, and customer service interactions.

CommunitiesE-LearningEducation

Responsibilities

Responsible for completion of complex administrative and technical assignments. Significant part of job (>50%) is for tasks/processes completed entirely by the incumbent

Regularly responsible for complex time and attendance-related tasks

Communicates with department employees on time and attendance-related programs

Works independently on complex projects, which may include preparation of budgets and reports. Prepares a variety of documents. Formats, edits, updates and distributes as required. May prepare agendas and other documentation for meetings, including meeting minutes.?

Meets/greets/screens customers/visitors. Provides assistance as appropriate. May resolve difficult customer-related issues.?

Answers unit/department phones, takes messages, and provides responses. Elevates difficult questions and callers to next level

May monitor department accounts and complete bookkeeping tasks

Prepares correspondence for department and responds to general inquiries. Composes letters and memoranda independently. May prepare agendas and other documentation for meetings, including meeting minutes

Prepares complex reports specific to unit/department

Answers and screens calls. Gathers information to provide appropriate response

Maintains calendars for supervisor and schedules appointments with internal and external attendees, board members, supervisors, etc

Coordinates with peer administrative staff on coverage and other critical matters to the operation

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 database. Maintains database and keeps information current

Establishes and maintains files, frequently of a confidential and/or sensitive nature

May serve as 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 first contact for office equipment maintenance

Plays significant role in office management and oversight for unit/department. Frequently provides back-up to department/unit head in his/her 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

Qualification

Administrative tasksTimeAttendance managementOffice software proficiencyCustomer serviceReport preparationEffective communicationTeam collaborationProblem-solving

Required

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

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

Position requires significant, comprehensive knowledge of unit/department, County policies, guidelines, and codes

Position requires 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