Job Details

BASIC FUNCTION:

Under the direction of an assigned supervisor, perform a variety of diversified clerical and record-keeping duties in support of an assigned office or program; answer phones and greet and assist students, parents, staff and visitors.

DISTINGUISHING CHARACTERISTICS:

The Office Assistant II classification provides diversified clerical support to an office, requiring an understanding of a process or functional area. The Office Assistant I classification is the entry-level classification in the Office Assistant series and provides an opportunity to learn the terminology, processes and operations of an assigned office. Incumbents provide general and varied clerical support to an office and typically work under immediate supervision and usually support other higher level clerical or secretarial staff.

REPRESENTATIVE DUTIES:

ESSENTIAL DUTIES:

Perform a variety of diversified clerical duties in support of an assigned office including typing, filing, duplicating and distributing materials.

Compile information and prepare and maintain a variety of records and reports related to assigned programs and activities; review and verify accuracy and completeness of various documents; establish and maintain filing systems; verify and process forms and applications as needed.

Type letters, lists, memoranda, bulletins, reports, requisitions, flyers, forms or other materials from detailed or rough copy; compose routine correspondence; proofread completed typing assignments.

Serve as receptionist, answering telephone calls and directing calls to appropriate personnel; take and relay messages as appropriate; assist school or office staff set up meetings or conferences as directed.

Maintain records on student enrollment, transfers, and attendance either manually or by entering appropriate information into the computer; call parents on student absences as directed; issue tardy and readmit notices.

Receive, greet and direct visitors; respond to inquiries and provide a variety of general information to personnel, students, parents and the general public related to office, department or program activities, policies and procedures.

Input data into an assigned computer system; maintain automated records; generate computerized lists and reports as requested; review input and output data for accuracy.

Assist with student registration and enrollment activities as assigned; input student information into computer system; follow up on residency issues, missing forms or information with students and parents; distribute and file forms in cums; assign student to classrooms; add or drop students according to established procedures.

Receive, sort and distribute mail; prepare and distribute informational packets and bulk mailings as directed.

Operate a variety of office equipment including a calculator, copier, fax machine, typewriter, computer and assigned software.

Assist in health office; log injury or illness according to established procedures; administer first aid/CPR and dispense medication as prescribed by a physician as assigned; provide general health services including toileting, changing soiled clothing during the absence of other trained staff as assigned; maintain, and post to as required, health and immunization records and cum folders; process materials related to students of a sensitive and confidential nature.

Communicate with personnel and outside agencies to exchange information and resolve issues or concerns.

Monitor inventory levels of office supplies; order, receive and maintain inventory of office supplies.

Schedule and arrange appointments, conferences and meetings as directed; maintain calendars; make travel arrangements as assigned.

Process purchase orders, invoices and work orders as assigned; monitor office or program expenditures; maintain auditable records.

OTHER DUTIES:

Assist and relieve other office staff as assigned.

Perform related duties as assigned.

KNOWLEDGE AND ABILITIES:

KNOWLEDGE OF:

Operation of business machines including typewriter, copier, computer terminal and/ormicrocomputer and related software.

Correct English usage, spelling, punctuation, grammar, and vocabulary.

Statistical record keeping methods and techniques.

Telephone techniques and etiquette.

Modern office practices, procedures and equipment.

Policies and objectives of assigned programs and activities.

Record-keeping and report preparation techniques.

Operation of a computer and assigned software.

Oral and written communication skills.

Interpersonal skills using tact, patience and courtesy.

Basic math.

ABILITY TO:

Perform a variety of diversified clerical and record-keeping duties in support of an assigned school office or program.

Answer telephones and greet the public courteously.

Learn, interpret, apply and explain applicable laws, codes, rules and regulations.

Maintain records and prepare reports.

Type or input data at 35 words per minute from clear copy.

Operate a variety of office equipment including a computer and assigned software.

Understand and follow oral and written directions.

Post information accurately between documents

Read and explain a variety of rules, regulations, and District policies.

Understand and follow oral and written instructions.

Establish and maintain cooperative and effective working relationships with others.

Communicate effectively both orally and in writing.

Complete work with many interruptions.

Meet schedules and timelines.

Receive, sort and distribute mail.

Add, subtract, multiply and divide quickly and accurately.

EDUCATION AND EXPERIENCE:

Any combination equivalent to: graduation from high school or equivalent and two years of clerical experience involving public contact in a large organization.

LICENSES AND OTHER REQUIREMENTS:

Possession of a current certificate in cardiopulmonary resuscitation (CPR) issued by American Red Cross or American Heart Association, and a certified Multimedia First Aid Card is required. Maintain up-to-date certificates in first aid and CPR.

WORKING CONDITIONS:

ENVIRONMENT:

Office environment.

Constant interruptions.

PHYSICAL DEMANDS:

Dexterity of hands and fingers to operate a computer keyboard.

Hearing and speaking to exchange information in person and on the telephone.

Sitting or standing for extended periods of time.

Seeing to read a variety of materials.

Bending at the waist, kneeling or crouching to file materials.

Requirements / Qualifications

Requirements / Qualifications