24-25 SY School Office Assistant

Beginning Date: 24/25 SY

 Title: SCHOOL OFFICE ASSISTANT

 Calendar: 195 Days

Salary: Grade 16 / Step 1

 Application:

 IN-DISTRICT: Submit a Letter of interest in Talent Ed

 OUT OF DISTRICT: Submit a complete application in Talent Ed

Application Deadline: Until Filled

Job Goal:

Under direction performs a variety of clerical and administrative work in support of an assigned office to provide an efficient and pleasant environment. 

Duties may vary by specific assignment and function of the assigned office.

Essential Duties and Responsibilities:

Answers telephones, receive visitors and refers callers and visitors to appropriate personnel.

Performs a variety of clerical duties such as typing, filing, and photocopying.

Answers routine questions according to established guidelines.

Collates, staples, and stacks materials per instructions.

Packages completed copies for administrative and classroom use.

Prepares new files and disposes of obsolete files.

Maintains records, inventories, index, and cross-reference files.

Sorts classify and file documents and materials as directed.

Locates and removes files upon request; places and removes material in storage.

Orders office supplies and maintains supply inventory.

Receives, sorts and distributes incoming and outgoing mail.

Receives and makes telephone calls as directed; takes and relays messages.

Assures the timely distribution and receipt of a variety of records, reports, and bulletins as directed.

Operates a variety of office equipment such as calculator, copier, and computer terminal.

Making announcements over the PA system as necessary

Assigning lockers and calculations to students with medical situations

Fire drill reports and Emergency codes – full accounting to administrators

Occasionally assist JPO and Police with requests for student information

Homework/Book requests for students who are ill E-mail or hardcopy to all appropriate teachers and follow-up.

Back-up assistance to the registrar, attendance, and front office secretaries as well as assisting administrators.

Distribution of student and staff parking stickers.

Performs related duties as assigned.

Some of the duties in specific assignments are:

Assists in Special Student Services with a variety of administrative duties including preparing

IEP packets and Parents' Rights, organizing and monitoring bus routes, serving as a dispatcher for

Special Education buses, processing funding requests, administering grant fund expenditures and communicating with special student services personnel regarding a variety of issues.

Serves as school receptionist, assisting in maintaining student records, and assisting students with various needs, ordering school lunches, collecting and accounting for school lunch money, reporting daily meal counts, and maintaining petty cash accounts.

Supports Title 1 activities in processing purchasing orders and tracking purchasing documents of various types, monitoring inventories at schools and reconciling inventories with district inventory, making travel arrangements, and communicating with vendors.

Qualifications:

High school diploma or GED certificate.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.

The requirements listed below are representative of the knowledge, skill, and/or ability required.

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

KNOWLEDGE OF:

Specific duties in and functions of an assigned office.

Preparing letters, documents, and reports.

Modern office procedures, equipment, and practices.

Filing systems.

District policies and procedures.

Basic record-keeping and filing techniques.

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

Telephone techniques and etiquette.

Computer and software operation.

District organization and operations.

ABILITY TO:

Perform the specific duties of an assigned function.

Perform modern office practices, and procedures and operate the equipment.

Perform clerical duties such as filing, duplication, and maintaining records.

Operate a computer terminal and software programs.

Understand and follow oral and written directions.

Meet schedules and timelines.

Prepare reports, letters, and other documents.

Maintain files and records and retrieve information.

Work cooperatively with others.

Communicate effectively both orally and in writing.

Word process at 45 WPM.

EDUCATION AND EXPERIENCE:

High School Diploma or Equivalent.

Verifiable work and/or character references.

Clerical Exam Score of 70%.

Typing Exam Score of – 45 wpm.

LANGUAGE SKILLS:

Ability to read and interpret documents such as safety rules, operating and maintenance

instructions, and procedure manuals. 

Ability to write routine reports and correspondence. 

Ability to speak effectively before groups of customers or employees of the organization.

MATHEMATICAL SKILLS:

Ability to calculate figures and amounts such as discounts, interest, commissions,

proportions, percentages, area, circumference, and volume. 

Ability to apply concepts of basic algebra and geometry.

REASONING ABILITY:

Ability to apply common sense understanding to carry out instructions furnished in

written, oral, or diagram form. 

Ability to deal with problems involving several concrete variables in standardized

situations.

CERTIFICATES, LICENSES, AND REGISTRATIONS:

None required.

 Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is required to use hands to finger, handle, or feel; reach with hands and arms, and talk or hear.

The employee must lift and/or move up to 25 pounds.  Specific vision abilities required by this job include close vision, and the ability to adjust focus.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. 

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee regularly works in inside environmental conditions. 

The employee frequently works with a video display terminal for prolonged periods.

The noise level in the work environment is usually moderate.

Revised JANUARY 2025

THE DEMING PUBLIC SCHOOL DISTRICT IS AN EQUAL OPPORTUNITY EMPLOYER AND DOES NOT DISCRIMINATE ON THE BASIS OF RACE, NATIONAL ORIGIN, RELIGION, AGE, SEX, MARITAL STATUS, OR HANDICAP IN COMPLIANCE WITH FEDERAL AND STATE LAWS