Central Office Associate

CENTRAL OFFICE ASSOCIATE

POSITION SUMMARY: To contribute to the efficient flow of communications throughout the district, realizing that this is the initial contact with the district and that the public and staff must be handled in a courteous and efficient manner.

ESSENTIAL DUTIES AND RESPONSIBILITIES: These duties reflect current activities. The employee should realize that these duties and specific tasks may be changed to reflect the needs of the organization.

• Answer multi-line phone system, screen and direct incoming calls, respond to general inquiries, and take messages when necessary.
• Greet and assist visitors and employees, direct them to the appropriate areas or personnel.
• Schedule and maintain conference room calendars and equipment; assist external groups utilizing facilities.
• Process incoming and outgoing mail, deliveries, and large mailings; route faxes accordingly.
• Coordinate recruiting process including job requisitions, postings, candidate qualification review and onboarding of new employees.
• Manage district-wide attendance system, including calculating and distributing paid time off, validating requests, and monitoring daily absence limits.
• Maintain district-wide timekeeping system by adding new employees, updating profiles and work schedules, and ensuring data accuracy.
• Administer employee access within the security system, including granting, updating, and revoking access based on employment status changes.
• Maintain criminal background and fingerprinting records, including updates within the state police database (CHRISS).
• Assist with audits and ensure compliance documentation is accurate and up to date.
• Support daily HR and payroll functions, including employee records management, HRIS maintenance, compliance with state and federal regulations, offboarding, and tracking HR documentation such as contracts, employee changes, and policy acknowledgments.
• Provide administrative support to the Central Office, including special projects and general office duties.
• Perform other duties as assigned.

QUALIFICATIONS AND EXPERIENCE:

• High school diploma required; associate degree or equivalent experience preferred.
• Self-motivated with the ability to work independently, demonstrating creativity and strong problem-solving skills.
• Proficient in Microsoft Word and Excel, as well as Google Workspace applications.
• Ability to develop professional communications, reports, charts, and various types of documentation as needed..
• Knowledge of standard office practices, procedures, and equipment.
• Basic knowledge of human resources functions and payroll processes, including timekeeping, employee data management, and compliance practices is helpful.
• Ability to prioritize tasks effectively, manage interruptions, and adapt quickly to changing priorities.
• Demonstrated ability to interact with staff and the public in a positive and professional manner.
• Ability to communicate effectively one-on-one and manage a multi-line phone system while handling front desk responsibilities.
• Excellent organizational skills with strong attention to detail.
• Strong internet research and communication skills.
• Ability to problem-solve independently and collaborate within a team environment.
• Proven ability to maintain strict confidentiality of sensitive and district-related information.
• Excellent attendance and punctuality.
• Other qualifications as deemed appropriate and acceptable by administration.

PHYSICAL DEMANDS: While performing the duties of this position, the employee is regularly required to sit or stand for extended periods of time. The employee may occasionally be required to move, lift, carry, push, or pull materials and supplies. Occasional lifting and/or moving of up to 40 pounds or more (e.g., files, paper, or office equipment) is required. The position may involve occasional stooping, bending, and reaching. Close visual acuity is required for computer work and detailed tasks.

TERMS OF EMPLOYMENT: Position is eight (8) hours per day with a 12 month calendar. Daily work hours are 7:30 a.m. - 4:00 p.m., Monday through Friday.

SALARY: Wages, health insurance, retirement, paid sick time, and vacation benefits based on Central Office Salary Schedule and commensurate with experience level.

REPORTS TO: Director of Finance and Operations

For questions about this position, please contract:

Amy Christman,

Director of Finance and Operations

achristman@alleganps.org

Allegan Public Schools complies with all federal laws and regulations prohibiting discrimination on the basis of race, color, ethnicity, religion, national origin, sex, age, height, weight, familial status, marital status, political belief, disability, handicap, or any other legally protected characteristic - in all of its programs and in employment. Inquiries or complaints should be directed to the Superintendent, 550 Fifth St, Allegan, MI 49010 or by phone at (269) 673-5431.