About this role
Office Assistant (One Year Only, Pending Available Budget Resources)
Summary: Performs a variety of general office duties required to support the activities of a school to include responding to requests for information, maintaining and updating records, and preparing documents.
Qualifications: Required
• Any combination of education and experience equivalent to graduation from high school or possession of a General Equivalency Diploma (GED) certificate. • Some experience in general office administration and/or customer service. • Advanced degree(s) beyond the minimum degree requirement in a relevant field may be considered for some experience.
• Knowledge of basic business office practices and procedures. • Proficiency in the use of technology and ability to learn associated software applications. • Ability to maintain confidentiality. • Ability to provide positive customer service and to develop and maintain effective working relationships with culturally diverse students, families, school staff, and community members. • Ability to communicate effectively, both orally and in writing.
Major Duties/Essential Functions: • Performs a variety of assigned general office duties. • Receives telephone calls and visitors at the assigned school. • Responds to questions and basic requests for information and/or routes calls and visitors to appropriate responses. • Assists other employees in order to accomplish tasks or projects. • Compiles and distributes information. • Prepares correspondence, reports, and form letters. • Maintains and updates files, records, and logs. • Uses a variety of assignment-specific computer applications, software, and peripheral equipment to accomplish tasks. • Processes incoming and outgoing mail. • Maintains and submits time and attendance information. • May schedule appointments, conferences, or meetings. • May keep calendars. • Serves as backup for office operations such as clinic room aide as required by operational necessity. • Performs related duties as required or assigned. • In a school main office: • Provides general assistance to administrators and teachers. • Orders, receives, examines, and distributes supplies. • May serve as a receptionist. • May assist with processing, maintenance, and distribution of student attendance records and attendance follow-up with student families/guardians by phone or with auto-call equipment. • Records late arrival and early departure of students, and issues student passes. • May provide assistance in coordinating classroom coverage and/or substitute services as directed by a school administrator.
• In a school library: • Assists librarian with checking materials in and out. • Assists and monitors students. • Shelves materials, inventory, and processes new materials. • Orders equipment and multimedia materials and monitors their use, notifying both users when the materials must be returned and maintenance personnel when equipment requires servicing.
• In a school student services office: • Serves as backup support to the student services administrative assistant. • Assists with the processing of student transcript requests. • May process attendance records. • May assist in processing registrations, withdrawals, and transfers.
Work Environment/Physical Requirements: This job operates in a professional office or school environment and has a noise level of mostly low to moderate. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines.