School Office Associate II - 12 month

Virginia Beach City Public Schools; Virginia Beach (VA); On-site; USD 25,000 - 36,000; Full time

Benefits offered by this job

Health insurance

Paid life insurance

Paid sick/annual leave

Tuition reimbursement

Professional development

Virginia Retirement System

Job summary

Virginia Beach City Public Schools is seeking a full-time clerical specialist to support the principal and staff, serve as receptionist, and manage attendance and student records. The role includes handling phone calls, filing, and preparing grade cards and transcripts.

The position requires a high school diploma or GED with clerical experience; preferred coursework in business and data processing. The role involves confidential information handling and office procedure upkeep.

Qualifications

• High school diploma or GED required; clerical experience.
• Preferred coursework in business, keyboarding, data processing, and office software.

Responsibilities

• Serve as clerical support to the principal and staff; act as school receptionist and telephone operator; prepare and maintain files and records.
• Record daily attendance and call parents if student is absent.
• Maintain records of excessive and unexcused absences.
• Maintain confidential information.
• Make announcements on the public address system.
• Prepare and call in work orders when requested.
• Sort and distribute mail.
• Verify information for athletic eligibility.
• Prepare and distribute grade cards.
• Maintain student files and respond to transcript requests.
• Maintain catalogs, profiles, calendars, demographics, schedules, attendance and grade records on computer.
• Prepare files for entering and withdrawing students.
• Write absentee and tardy slips, issue passes.
• Handle routine technical and administrative assignments.
• Compose and type letters and memos per policies or brief instructions.
• Set up and maintain office procedures and filing systems.
• Meet and screen visitors, answer telephone, process mail.
• Assist with scheduling substitutes and maintaining attendance records.
• Type letters and memos, reports, bulletins, agendas, invoices, schedules, manuals, student files and records.

Skills

Typing

Dictation

Clerical work

Record keeping

Customer service

Office equipment

Oral communication

Education

High school diploma or GED

Courses in business / keyboarding / data processing / office software

Tools

Office software (MS Office)

Data processing software

Spreadsheet software

Job description

General Responsibilities

Perform intermediate skilled clerical work requiring a qualified typist; prepare and maintain records; serve as clerical support to a school principal, staff and faculty.

• Serve as clerical support to the principal and staff; serve as school receptionist and telephone operator; prepare and maintain files and records; assist students and teachers.
• Record daily attendance and calls parents if student is absent.
• Maintain records of excessive student absences and unexcused absences.
• Maintain confidential information.
• Make announcements on the public address system.
• Prepare and call in work orders when requested.
• Sort and distribute mail.
• Verify information for athletic eligibility.
• Prepare and distribute grade cards.
• Maintain student files and respond to transcript requests.
• Maintain catalogs, profiles, calendars, demographics, schedules, attendance and grade records on computer.
• Prepare files and records for entering and withdrawing students.
• Write absentee and tardy slips, issue passes.
• Handle a variety of routine technical and administrative assignments.
• Compose and type letters and memoranda in conformance with school policies or from brief instructions.
• Set up and maintain office procedures and filing systems.
• Meet and screen visitors, answer telephone and process mail.
• Assist with scheduling substitutes and maintaining attendance records.
• Type letters and memos, reports, bulletins, agendas, invoices, schedules, manuals, student files and records.
• Perform related work as required.

Essential Tasks

• Serve as clerical support to the principal and staff; serve as school receptionist and telephone operator; prepare and maintain files and records; assist students and teachers.
• Record daily attendance and calls parents if student is absent.
• Maintain records of excessive student absences and unexcused absences.
• Maintain confidential information.
• Make announcements on the public address system.
• Prepare and call in work orders when requested.
• Sort and distribute mail.
• Verify information for athletic eligibility.
• Prepare and distribute grade cards.
• Maintain student files and respond to transcript requests.
• Maintain catalogs, profiles, calendars, demographics, schedules, attendance and grade records on computer.
• Prepare files and records for entering and withdrawing students.
• Write absentee and tardy slips, issue passes.
• Handle a variety of routine technical and administrative assignments.
• Compose and type letters and memoranda in conformance with school policies or from brief instructions.
• Set up and maintain office procedures and filing systems.
• Meet and screen visitors, answer telephone and process mail.
• Assist with scheduling substitutes and maintaining attendance records.
• Type letters and memos, reports, bulletins, agendas, invoices, schedules, manuals, student files and records.
• Perform related work as required.

Knowledge, Skills And Abilities

General knowledge of standard office practices, procedures and equipment; general knowledge of school system routine and procedures; general knowledge of business English, spelling and arithmetic; ability to establish and maintain effective working relationships with others; ability to work under pressure; ability to organize and perform work independently; ability to type, take and transcribe dictation accurately at a reasonable rate of speed; ability to prepare and maintain computerized records and systems; ability to meet the public effectively.

Education And Experience

Required: High school diploma or GED. Clerical experience.

Preferred: Courses work in business, keyboarding, data processing, and various office related software programs.

A comparable amount of training and experience maybe substituted for the minimum qualifications.

Physical Requirements

Must have the use of sensory skills in order to effectively communicate and interact with other employees and the public using the telephone and personal contact as normally defined by the ability to see, read, talk, hear, handle or feel objects and controls. Frequent sitting, grasping, fingering, repetitive motion, and reaching. Occasional walking, standing, bending, stooping, balancing, and crouching. Ability to lift up to 20 pounds occasionally. Requires timely and regular adherence to established work schedules. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential tasks.

Special Requirements

Regular and reliable attendance is an essential function of this position.

Reports To Director/Designee

Full Time or Part Time? Full Time

Salary Range: From/To

Hourly rate range: $17.99-$26.24

Compensation will be based on job-related creditable years of full-time, verified work experience. The entry-level rate will be awarded at the time of hire. Upon the return of employment verification forms from the candidate's current and previous employers, the rate will be adjusted if creditable full-time experience is confirmed.

VBCPS offers a full range of benefits including health insurance, paid life insurance, paid sick/annual leave, tuition reimbursement, professional development and membership in the Virginia Retirement System.

Unified Experience Based Step Pay Scale: U09

FTE 1.000

Start Date 2026-2027 School Yr