PACE Center Associate I – Office Clerk

Portsmouth Public Schools Portsmouth Advanced Career Education Center (PACE) - Portsmouth, Virginia Open in Google Maps

Portsmouth Public Schools Portsmouth Advanced Career Education Center (PACE) - Portsmouth, Virginia Open in Google Maps

This job is also posted in Portsmouth Public Schools

Starting Date: Immediately

PACE Center Associate I – Office Clerk

REPORTS TO: Principal

OVERTIME STATUS: Non-Exempt

PAY GRADE: 105A

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.

• 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 school wide events, orientations, advisory committee meetings, open houses, and recognition ceremonies.

• 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.

• 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.

• Maintains accurate student…