Office Associate V
Maintenance Shop
Capital Improvement Projects

Full-Time, 12 Months
Non-Exempt, Pay Grade 10

The work of the Office Associate V 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 School Division operations and frequent contacts with Director and Division staff. Work is performed under general supervision with considerable latitude for independent judgment.  Essential functions include, and are not limited to the following:

• Responsible for complex payroll related tasks for maintenance staff including, on-boarding, time/attendance, workers compensation, FML, and payroll inputs for more than 40 FTE, utilizing established County software;
• Establishes and maintains personnel records, frequently of a confidential and/or sensitive nature;
• Coordinates and tracks apprenticeship and maintenance career ladder programs;
• Maintains schedule of probationary and annual employee evaluations and works with administrators to process as required;
• Updates and monitors the Capital Improvement Program (CIP) budget utilizing established County software to receive, code and process invoices for payment, in accordance with established Purchasing Procedures;
• Supports department in processing CIP payments, preparing budget reports, ensuring adherence to purchasing procedures and providing support during staff absences for office associate and fiscal administrator positions;
• Responsible for completion of complex technical assignments;
• Oversees the CIP project closeout documents in both digital and paper forms;
• Digitizes project documents for the purpose of organizing CIP information;
• Utilizes County software to record CIP Budget appropriations and expenditures, and reconcile project balances;
• Collects and monitors boiler and generator fuel oil inventories and coordinates fuel oil deliveries in accordance with established standards;
• Acts as website coordinator for Department Webpage; gathers updates with guidance from Department staff;
• Works with staff to establish and implement efficient procedures for office processes;
• Acts as a resource for support and administrative staff, may respond to difficult customer-related issues and resolves them accordingly;
• Responsible for organization and maintenance of the shared electronic file management system;
• Generates routine and special correspondence and reports as needed;
• Works with other departments, including Human Resources and Accounting, to insure established guidelines are followed and issues are efficiently resolved;
• Participates on Employee Advisory Committee;   

• Answers and screens calls/visitors to gather information and provide appropriate response; and
• Related duties as required.

QUALIFICATIONS:   Any combination of education and experience equivalent to an associate degree and at least four years of experience in clerical work, or a bachelor’s degree with two years of experience.  Time/attendance, advanced computer skills, accounting and reporting experience are preferred. 

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 and activities. Intermediate to Advanced proficiency in office-related software. Frequently provides technical assistance and may evaluate departmental software.

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.

SALARY:  Hiring Range: $15.22 - $18.27/per hour based on experience, education, and internal equity

                Internal candidates will receive pay adjustments in accordance with County School Board Policy, GCBA-R.

DEADLINE FOR APPLICATIONS:   Until Filled