Office Assistant (One Year Only, Pending Available Budget Resources)

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.

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.

• 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.

1. Performs a variety of assigned general office duties.
2. Receives telephone calls and visitors at the assigned school.
3. Responds to questions and basic requests for information and/or routes calls and visitors to appropriate responses.
4. Assists other employees in order to accomplish tasks or projects.
5. Compiles and distributes information.
6. Prepares correspondence, reports, and form letters.
7. Maintains and updates files, records, and logs.
8. Uses a variety of assignment-specific computer applications, software, and peripheral equipment to accomplish tasks.
9. Processes incoming and outgoing mail.
10. Maintains and submits time and attendance information.
11. May schedule appointments, conferences, or meetings.
12. May keep calendars.
13. Serves as backup for office operations such as clinic room aide as required by operational necessity.
14. Performs related duties as required or assigned.
15. In a school main office:
    1. Provides general assistance to administrators and teachers.
    2. Orders, receives, examines, and distributes supplies.
    3. May serve as a receptionist.
    4. 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.
    5. Records late arrival and early departure of students, and issues student passes.
    6. May provide assistance in coordinating classroom coverage and/or substitute services as directed by a school administrator.
16. In a school library:
    1. Assists librarian with checking materials in and out.
    2. Assists and monitors students.
    3. Shelves materials, inventory, and processes new materials.
    4. 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.
17. In a school student services office:
    1. Serves as backup support to the student services administrative assistant.
    2. Assists with the processing of student transcript requests.
    3. May process attendance records.
    4. May assist in processing registrations, withdrawals, and transfers.