About this role
PORTSMOUTH PUBLIC SCHOOLS
POSITION TITLE:
PACE Center Associate I – Office Clerk REPORTS TO: Principal
OVERTIME STATUS: Non-Exempt PAY GRADE: 105A
JOB SUMMARY Performs advanced clerical, bookkeeping, financial, and administrative support work for the Portsmouth Advanced Career Education (PACE) Center. Serves as the primary office support for the principal, assistant principal, career counselor, students, parents, teachers, and business partners. Maintains fiscal and student records, processes financial transactions, coordinates office operations, and supports Career and Technical Education (CTE) programming for the PACE Center. Work requires considerable independence, sound judgment, professionalism, confidentiality, and exceptional organizational skills.
ESSENTIAL DUTIES Office Administration
• Serves as the primary receptionist by greeting visitors, students, parents, business partners, and community members in a courteous and professional manner.
• Answers and directs telephone calls, emails, and other communications.
• Maintains calendars, schedules appointments, and coordinates meetings for the principal and administrative team.
• Prepares correspondence, reports, presentations, meeting agendas, and meeting minutes.
• Maintains confidential student, personnel, and financial records.
• Establishes and maintains efficient electronic and paper filing systems.
• Coordinates office operations and ensures adequate office supplies are maintained.
• Processes incoming and outgoing mail and deliveries.
• Assists with student registration, enrollment, withdrawals, scheduling, and record requests.
• Maintains student attendance records and prepares required reports.
• Assists with substitute coverage documentation and employee leave records.
• Supports schoolwide events, orientations, advisory committee meetings, open houses, and recognition ceremonies.
Bookkeeping and Financial Management
• Performs routine bookkeeping functions in accordance with Portsmouth Public Schools financial procedures.
• Processes purchase requisitions, purchase orders, invoices, reimbursements, and payment requests.
• Maintains accurate financial records for departmental budgets and expenditures.
• Reconciles procurement/purchasing card (P-Card) transactions and supporting documentation.
• Assists with budget monitoring and prepares expenditure reports for the principal.
• Collects, records, deposits, and accounts for student fees and other school funds.
• Maintains inventory records for instructional materials, equipment, technology, and supplies.
• Assists with annual inventory verification and fixed asset documentation.
• Maintains grant and Perkins funding documentation as assigned.
• Ensures all financial transactions comply with division purchasing and auditing procedures.
Career and Technical Education Program Support
• Provides administrative support for Career and Technical Education (CTE) programs offered through the PACE Center.
• Assists with student recruitment activities, application processing, and enrollment communications.
• Coordinates communications with counselors from comprehensive high schools.
• Assists with work-based learning documentation and employer communications.
• Supports business and industry advisory committee meetings and partnership activities.
• Assists with coordinating industry certification testing documentation and records.
• Maintains student certification, credential, and program completion records.
• Supports marketing and outreach efforts including newsletters, social media, website updates, and promotional materials.
• Assists with coordination of career fairs, employer visits, signing days, and community engagement events.
Data Management
• Maintains accurate student information using division-approved software systems.
• Generates reports related to enrollment, attendance, finance, staffing, and program performance.
• Ensures confidentiality of all student, employee, and financial information.
• Assists administrators with data collection for state and federal reporting requirements.
JOB SPECIFICATIONS / PHYSICAL REQUIREMENTS Comprehensive knowledge of standard office practices, procedures, and equipment; working knowledge of Career and Technical Education programs and school operations; knowledge of bookkeeping principles, purchasing procedures, payroll processing, budgeting, and financial recordkeeping; proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and division software applications; ability to prepare financial reports and maintain accurate records; ability to communicate effectively with students, parents, staff, and community partners; ability to establish and maintain effective working relationships; ability to prioritize multiple tasks while maintaining confidentiality; ability to work independently and exercise sound judgment. This is light work requiring the exertion of up to 20 pounds of force occasionally, up to 10 pounds frequently, and negligible force constantly to move objects. Work requires standing, walking, sitting, reaching, stooping, lifting, carrying, pushing, pulling, and repetitive hand movements. Visual acuity is required for preparing and analyzing written and electronic data. Hearing and speaking are required to communicate effectively with students, staff, families, and community members.
REQUIRED EDUCATION AND EXPERIENCE
• High school diploma or equivalent required.
• Associate degree in business, accounting, office administration, or a related field preferred.
• Minimum of three (3) years of progressively responsible clerical, bookkeeping, financial, or administrative office experience preferred.
• Experience in a public school, Career and Technical Education (CTE) setting, or educational environment preferred.
• Experience with financial recordkeeping, purchasing, budgeting, or bookkeeping strongly preferred.
PREFERRED QUALIFICATIONS
• Experience supporting Career and Technical Education programs.
• Knowledge of Virginia Department of Education (VDOE) reporting requirements.
• Experience using student information systems and financial management software.
• Strong bookkeeping and accounting skills.
• Excellent customer service, organizational, and communication skills.
• Ability to manage multiple priorities in a fast-paced educational environment.
• Experience coordinating events, business partnerships, or community engagement activities.
SPECIAL REQUIREMENTS
• Successful completion of a background investigation.
• Tuberculin skin test or approved screening results.
• Demonstrated proficiency in Microsoft Office applications, particularly Excel, Word, and Outlook.
• Ability to maintain confidentiality and exercise discretion when handling sensitive information.
This job description in no way states or implies that these are the only duties to be performed by the employee. The employee will be required to follow any instructions and perform any other job related duties as assigned by the supervisor.
Portsmouth Public Schools (PPS) reserves the right to update, revise or change this job description and related duties at any time. PPS provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. PPS complies with applicable federal, state and local laws governing nondiscrimination in employment. This applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfers, leaves of absence,compensation and training.