Office Associate V -Athletic Department
Western Albemarle High

Full-Time, 12-Months/Year

This position will report to the Athletics Director. May need to work evenings and/or weekends occasionally. Experience with the operation of high school athletics programs preferred but not required.

Are you looking to work in a school division where students are engaged in authentic, challenging, and relevant learning experiences, becoming lifelong contributors and leaders in our dynamic and diverse society? Then look no further!

In Albemarle County Public Schools, we work 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. We will know every student!

ACPS employees enjoy competitive pay and benefits, including health & dental coverage, retirement, flexible spending accounts, paid time off, wellness program, discounts on gym memberships, and more! Be sure to check out our website to learn more about our Division and our Schools.

The Office Associate V work consists of varied duties involving a wide range of processes and methods relating to the established practices of an administration or professional field. Work requires a broad knowledge of County and/or school operations and frequent contacts with top-level officials. Work is performed under general supervision with considerable latitude for independent judgment. Essential functions include and are not limited to the following:

• 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 payroll related tasks. May screen applicants and conduct interviews. May be included in hiring/promotion/termination decisions. Communicates with department employees on personnel-related programs.
• Works independently on complex projects including preparation of budgets and reports, administration of grants, and accounting systems. Routinely prepares and administers department budget.
• May monitor multiple department accounts and complete bookkeeping tasks. Prepares and makes bank deposits and reconciles bank statements.
• 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.
• Provides direction for administrative staff who provides reception coverage for department. Responds to difficult customer-related issues and resolves them accordingly.
• 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.
• Creates bulk mailings using databases and mail merge features.
• May supervise employees that are responsible for supplies/inventory for the department/unit.
• 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.

QUALIFICATIONS: Any combination of education and experience equivalent to attainment of a college certificate, associate degree or diploma or its equivalent and at least four years extensive, increasingly responsible experience in clerical work.

Extensive knowledge of office 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, government officials, and the general public. Ability to meet top-level officials and others with tact and diplomacy. 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-specific software. Frequently provides technical assistance and is the department software administrator. Ability to effectively use office equipment, including computer, copier, postage meter, Fax, printer, multiple-line phone, paper folder, laminator, projector, and scanner.

PHYSICAL CONDITIONS AND NATURE OF WORK CONTACTS: 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.