Administrative Technician - Tall Oaks Elementary School (2026-2027 School Year)

Job Title:

Administrative Technician Location:

Tall Oaks Elementary School Reports to:

School Principal FLSA Status:

Non-Exempt Summary:

The Elementary School Administrative Technician is responsible for providing essential administrative, bookkeeping, and technical support to ensure the smooth operation of the school. This position interacts with staff, students, parents, and external agencies while maintaining confidentiality and adhering to school policies. Working under the supervision of the principal.

Essential Functions:

General Greet, screen, and assist customers and visitors professionally. Responds to and resolves customer-related issues promptly. Coordinate onboarding logistics for newly hired employees. Establishes and maintains files, often handling confidential and sensitive information . Ensure prompt, regular, in-person attendance during standard school hours. Maintains and respects the confidentiality of student and school personnel information. Respond to inquiries from staff, parents, students, and external agencies to provide information, facilitate communication, or offer direction. Performs other duties as assigned by the principal. Registrar Performs enrollment and withdrawal activities within the automated PowerSchool student information system to ensure compliance with financial, legal, state, and federal requirements. Maintain accurate student records, including permanent files, attendance, grades, and discipline records. Update and organize physical and electronic files for timely access and compliance. Bookkeeping - School Activity Funds (SAF) Record accurate financial transactions and reconcile bank accounts monthly. Receive and receipt funds, prepare deposits, and ensure timely bank deposits. Processes payments to vendors and prepares SAF records for annual audits.

Work with teachers:

to set up parent payments for field trips, fundraising, etc., and recipients of grant funds to ensure dollars are spent, and purchases are compliant to grant and school procedures. Provide support to the Principals in reviewing and understanding financial reports. School Operating Budget Prepares and enters purchase requisitions, ensuring compliance with school divisions' purchasing policies and procedures. Orders various materials and supplies based on purchase orders approved for the schools. Receives and verifies that materials and supplies match invoices. Forward the invoice with the purchase order number to Finance for payment. Work with teachers and staff to attend conferences. Following the school division policy and procedures before, during, and after the conference. Provides support to the Principals in reviewing and understanding financial reports that compare the budget to actual, plus encumbrance for funds available to spend. In addition, provides information on various allocations of funds to the school, i.e. Prevention & Intervention, PALS, Algebra Readiness, etc., to ensure funds are spent according to the Principal's plans. Prepare and perform any budget transfers as required to support the spending of the budget. Track purchase orders and monitor spending. Serves as the school liaison to the Finance Department.

Note:

This job description in no way states or implies that these are the only duties to be performed by this employee. The Elementary School Administrative Technician will be required to perform other duties as assigned by the Principal or appropriate administrator. Charlottesville City Schools reserves the right to update, revise, or change this job description and related duties at any time. Education and/or

Experience:

Required graduation from high school or equivalent. Considerable experience and progressive responsibility in general clerical work, bookkeeping practices, and student management. Possession of a valid driver's license.

Knowledge, Skills, and Abilities:

Knowledge Understanding of accounting and bookkeeping terminology and practices. General knowledge of standard office procedures and equipment. Proficiency in business English, spelling, and arithmetic Skills Proficiency in computer equipment and relevant software applications. Strong oral and written communication skills. Effective problem-solving and organizational skills Abilities Develop and follow detailed work procedures. Establish and maintain effective relationships with diverse groups. Work independently under deadlines and manage multiple tasks. Analyze, organize, and prioritize tasks efficiently. Adapt to changing priorities and frequent interruptions. Learn and master software systems, including Microsoft Office products, Google Suite, and financial/accounting software.

Physical Conditions and Nature of Work:

The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling; and significant manual dexterity. Generally, the job requires 75% sitting, 10% walking, and 15% standing. The job is performed in a generally clean and healthy environment.

Evaluation:

Performance of this job will be evaluated in accordance with the school board policy and administrative regulations on the evaluation of support staff personnel.

Contract Length:

12 months/260 unless specified for a different length, and will be discussed during the hiring process.