Office Associate (Attendance Coordinator) - Albemarle High School
Albemarle County Public Schools, Charlottesville, VA, United States
Office Associate (Attendance Coordinator)
Albemarle High School
Full-time; 8 hrs/day, 11 months per year (226 days)
This role supports school operations by managing administrative and attendance coordination duties across the division.
General Definition of Work
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. It requires broad knowledge of school division operations and is performed under broad supervision with considerable latitude for independent judgment.
Essential Functions
Responsible for completion of complex administrative and technical assignments, making up a significant portion of the job workload.
Regularly manage time and attendance-related tasks.
Communicate with department employees on time and attendance programs.
Work independently on complex projects, including preparation of budgets, reports, and various documents such as agendas and meeting minutes.
Meet, greet, and screen customers/visitors, providing assistance and resolving difficult customer issues as needed.
Answer unit/department phones, take messages, and provide responses, escalating difficult questions and callers to the next level.
Monitor department accounts and complete bookkeeping tasks.
Prepare correspondence, letters, and memoranda; respond to general inquiries.
Prepare complex reports specific to the unit/department.
Maintain calendars for supervisors and schedule appointments with internal and external attendees, board members, and supervisors.
Coordinate with peer administrative staff on coverage and other critical matters.
Coordinate onboarding logistics for newly hired employees.
Collect, verify, and enter complex unit/department-related information into databases, maintaining current data.
Establish and maintain files, often containing confidential or sensitive information.
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, providing back‑up to the department/unit head in absence.
Serve on special and/or regular teams and committees.
Provide day‑to‑day direction for or supervise administrative positions within the department/unit.
Knowledge, Skills, and Abilities
Comprehensive knowledge of standard office practices, terminology, procedures, and equipment, as well as business arithmetic. Great understanding of departmental functions, school administration, organization, and policies. Ability to perform complex mathematical and statistical calculations, maintain complex clerical records, and prepare reports from those records. Advanced proficiency in office-related software and department/school division–specific tools. Skilled in operating office equipment including computer, copier, postage meter, fax, printer, multi‑line phone, paper folder, laminator, projector, and scanner. Strong ability to establish and maintain effective working relationships with employees, school officials, and the public.
Education and Experience
Any combination of education and experience equivalent to attainment of a college certificate, associate degree, diploma, or its equivalent, plus a minimum of two years of increasingly responsible experience in administrative and/or clerical work. Bookkeeping experience preferred.
Physical Conditions and Nature of Work
Regular contact with individuals from other internal units, outside organizations, and the general public. Work typically performed sitting in an office with occasional walking, light lifting of office items up to 30 pounds, and other limited physical activities.
PG 10 2025-26
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Albemarle High School
Full-time; 8 hrs/day, 11 months per year (226 days)
This role supports school operations by managing administrative and attendance coordination duties across the division.
General Definition of Work
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. It requires broad knowledge of school division operations and is performed under broad supervision with considerable latitude for independent judgment.
Essential Functions
Responsible for completion of complex administrative and technical assignments, making up a significant portion of the job workload.
Regularly manage time and attendance-related tasks.
Communicate with department employees on time and attendance programs.
Work independently on complex projects, including preparation of budgets, reports, and various documents such as agendas and meeting minutes.
Meet, greet, and screen customers/visitors, providing assistance and resolving difficult customer issues as needed.
Answer unit/department phones, take messages, and provide responses, escalating difficult questions and callers to the next level.
Monitor department accounts and complete bookkeeping tasks.
Prepare correspondence, letters, and memoranda; respond to general inquiries.
Prepare complex reports specific to the unit/department.
Maintain calendars for supervisors and schedule appointments with internal and external attendees, board members, and supervisors.
Coordinate with peer administrative staff on coverage and other critical matters.
Coordinate onboarding logistics for newly hired employees.
Collect, verify, and enter complex unit/department-related information into databases, maintaining current data.
Establish and maintain files, often containing confidential or sensitive information.
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, providing back‑up to the department/unit head in absence.
Serve on special and/or regular teams and committees.
Provide day‑to‑day direction for or supervise administrative positions within the department/unit.
Knowledge, Skills, and Abilities
Comprehensive knowledge of standard office practices, terminology, procedures, and equipment, as well as business arithmetic. Great understanding of departmental functions, school administration, organization, and policies. Ability to perform complex mathematical and statistical calculations, maintain complex clerical records, and prepare reports from those records. Advanced proficiency in office-related software and department/school division–specific tools. Skilled in operating office equipment including computer, copier, postage meter, fax, printer, multi‑line phone, paper folder, laminator, projector, and scanner. Strong ability to establish and maintain effective working relationships with employees, school officials, and the public.
Education and Experience
Any combination of education and experience equivalent to attainment of a college certificate, associate degree, diploma, or its equivalent, plus a minimum of two years of increasingly responsible experience in administrative and/or clerical work. Bookkeeping experience preferred.
Physical Conditions and Nature of Work
Regular contact with individuals from other internal units, outside organizations, and the general public. Work typically performed sitting in an office with occasional walking, light lifting of office items up to 30 pounds, and other limited physical activities.
PG 10 2025-26
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