Elementary Office Associate III

PRINCE GEORGE COUNTY PUBLIC SCHOOLS OFFICE ASSOCIATE III JOB DESCRIPTION POSITION INFORMATION Position Title Office Associate III Classification Classified Personnel Department School-Based Administration / Assigned Department Reports To Principal, Department Director, or Designated Supervisor FLSA Status Non-Exempt Employment Status Full-Time or Part-Time, as Assigned Work Calendar As Established by Approved Position Assignment Salary Scale Classified Salary Schedule � Assigned Grade Work Location Assigned School or Department Supervises None Revision Date October 2026 POSITION SUMMARY The Office Associate III provides advanced clerical, secretarial, and administrative support to ensure the efficient and effective operation of an assigned school or department.

As the highest classification within the Office Associate series, this position performs complex administrative functions, coordinates office activities, maintains essential records, and exercises independent judgment in applying established procedures. The Office Associate III serves as a primary point of contact for students, families, employees, and community members while supporting administrators, instructional personnel, and departmental staff.

The position requires a high degree of professionalism, confidentiality, organizational efficiency, accuracy, and customer service.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Office Administration and Operations Perform advanced clerical and administrative duties to support the daily operations of an assigned school or department. Prepare, proofread, format, and distribute correspondence, reports, notices, forms, and other administrative documents. Coordinate office schedules, calendars, appointments, meetings, and school or departmental activities.

Organize and prioritize multiple assignments, independently complete routine administrative tasks, and meet established deadlines. Maintain accurate electronic and physical records, files, and documentation in accordance with division procedures. Coordinate the ordering, inventory, and distribution of office supplies, instructional materials, and equipment.

Assist with maintaining and improving office procedures to promote efficiency, accuracy, and effective customer service. Provide procedural guidance and assistance to other office personnel, including supporting the orientation of new clerical employees, when assigned. Student and Personnel Records Maintain accurate student records, including enrollment, attendance, scheduling, withdrawals, and other required documentation, as assigned.

Process student information updates and schedule changes in accordance with established school and division procedures. Maintain employee attendance, substitute assignments, and related personnel records as assigned. Assist administrators and instructional staff with preparing reports, instructional materials, and administrative documents.

Enter, update, verify, and retrieve information using division-approved student information systems, personnel platforms, and electronic databases. Prepare and maintain required reports and documentation in accordance with applicable procedures and reporting deadlines. Protect confidential student, personnel, financial, and other sensitive information in accordance with applicable laws, regulations, and School Board policies.

Communication and Customer Service Serve as a professional and welcoming point of contact for students, families, employees, visitors, and community members. Answer and direct telephone calls, respond to electronic communications, and provide accurate information regarding school or departmental operations. Maintain visitor records and assist with established school security and visitor management procedures.

Communicate effectively with administrators, teachers, support staff, families, and external stakeholders. Assist with coordinating meetings, school activities, special events, and administrative projects. Address routine inquiries and concerns independently while referring complex or sensitive matters to the appropriate administrator or supervisor.

Establish and maintain positive, collaborative, and professional working relationships. Financial and Resource Management As assigned according to the position's responsibilities: Receive, document, reconcile, and process school or departmental funds in accordance with established financial procedures. Maintain accurate financial records, receipts, deposits, purchase orders, and supporting documentation.

Assist with budget tracking, purchasing, financial reporting, and preparation of records for review or audit. Maintain inventory records and coordinate the requisition and distribution of office and instructional supplies. Follow established internal controls, cash-handling procedures, and financial accountability requirements.

Technology and Professional Responsibilities Utilize Microsoft Office, Google Workspace, electronic communication systems, and division-approved software applications. Maintain accurate and timely data entry and electronic records. Exercise sound judgment, initiative, discretion, and professionalism when completing assigned responsibilities.

Identify routine operational concerns and recommend improvements to office procedures. Collaborate with administrators and colleagues to support efficient school or departmental operations. Participate in required professional development, compliance training, and division initiatives. Adhere to all applicable School Board policies, administrative regulations, and established procedures.

Perform other duties as assigned that are consistent with the position's responsibilities.

MINIMUM QUALIFICATIONS

High school diploma or equivalent. Considerable experience in progressively responsible clerical, secretarial, administrative, or office support work. Demonstrated proficiency in office technology, electronic records management, and administrative procedures. Experience preparing correspondence, maintaining records, coordinating office activities, and managing multiple assignments.

Demonstrated ability to maintain confidentiality, exercise independent judgment, and provide professional customer service. Such alternatives to the above qualifications as the School Board may find appropriate and acceptable.

PREFERRED QUALIFICATIONS

Postsecondary coursework, certification, or training in business administration, office management, or a related field. Experience working in a public school division or educational organization. Experience using student information systems, personnel management platforms, financial management software, or other specialized administrative systems.

Experience coordinating complex office procedures, maintaining financial records, or supporting multiple administrative functions. Experience providing procedural guidance or training to other office personnel. KNOWLEDGE, SKILLS, AND ABILITIES Thorough knowledge of modern office practices, administrative procedures, and professional business communication.

Strong organizational, time management, and multitasking skills with exceptional attention to detail. Proficiency in Microsoft Office, Google Workspace, and related office technologies. Ability to maintain accurate records, prepare reports, and manage confidential information. Ability to interpret and apply established policies, procedures, and administrative guidelines.

Strong written and verbal communication skills, including proper grammar, spelling, and professional correspondence. Ability to perform mathematical calculations and maintain accurate financial records, when assigned. Ability to coordinate office activities, prioritize competing responsibilities, and meet established deadlines.

Ability to work independently, exercise sound judgment, and resolve routine administrative concerns. Ability to provide procedural guidance and support to other office personnel. Ability to establish and maintain effective working relationships with students, families, employees, and the public. Demonstrated commitment to professionalism, integrity, collaboration, confidentiality, and exceptional customer service.

PHYSICAL REQUIREMENTS Ability to sit, stand, walk, bend, reach, and perform repetitive hand movements associated with routine office work. Ability to operate computers, telephones, copiers, and other standard office equipment. Ability to communicate effectively in person, by telephone, and through electronic communication systems.

Ability to occasionally lift, carry, or move office supplies and materials, generally up to 25 pounds. Ability to perform the essential functions of the position with or without reasonable accommodation. WORK ENVIRONMENT Work is primarily performed in a school or professional office setting. Requires frequent interaction with students, employees, families, visitors, and community members.

May involve interruptions, competing priorities, and time-sensitive administrative responsibilities. Requires the ability to maintain professionalism, confidentiality, and sound judgment in a busy office environment. May require occasional schedule adjustments to support school or departmental operations. TERMS OF EMPLOYMENT Employment terms, work calendar, and compensation are established in accordance with the approved PGCPS Classified Salary Schedule, assigned position classification, and School Board policies.

Historical position assignments include 180-day (Grade 5), 200-day (Grade 8), and 12-month (Grade 9) contracts, subject to verification against the current approved classification and compensation structure. EVALUATION Performance will be evaluated in accordance with Prince George County Public Schools' policies and procedures governing the evaluation of classified personnel.

Evaluation will consider the quality, accuracy, and timeliness of work; organizational effectiveness; professionalism; confidentiality; communication; customer service; collaboration; independent judgment; and adherence to division policies and procedures. EQUAL EMPLOYMENT OPPORTUNITY Prince George County Public Schools is an equal opportunity employer and does not discriminate in employment on the basis of race, color, national origin, sex, disability, age, religion, or any other status protected by applicable federal or state law.

AMERICANS WITH DISABILITIES ACT (ADA) Prince George County Public Schools complies with the Americans with Disabilities Act (ADA) and applicable disability nondiscrimination laws. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of this position.

DISCLAIMER This job description is intended to provide a general overview of the duties, responsibilities, and qualifications associated with the position. It is not intended to be an exhaustive list of all duties or responsibilities. Prince George County Public Schools reserves the right to modify, add, or reassign duties and responsibilities as necessary to meet the operational needs of the school division.