Office Assistant

Description

Position Summary

The Office Assistant assists the office manager and administrators with the daily functions of the school. The Office Assistant:

• greets and assists all staff, students, parents and the community providing information relative to appropriate policies and procedures;
• maintains accurate and appropriate records relative to the effective operation of the office;
• completes essential office tasks in a timely manner;
• must maintain high standards of professional conduct and confidentiality at all times.

Specific Duties

• Greets community, staff and students to the office; uses proper business etiquette to answer telephone calls and emails.
• Operate office machines such as computers, printers, telephones, photocopiers, scanners, facsimile machines, voice mail systems, calculators, etc.
• Communicate with customers/vendors, employees, students and other individuals to answer questions, disseminate or explain information and address complaints or concerns.
• Maintain accurate and appropriate records and files relative to the effective operation of the office; set up database(s), track files, purge files, collect relevant student data; Collect relevant student data, enter and update student data.
• Perform general office duties including, but not limited to:

1. Phone calls – making outbound calls, answering calls, taking messages and routing calls appropriately
2. Check identification of parent/guardian dismissing student and verify information against student’s information on file.
3. Sort and distribute office mail and interoffice mail daily, including payroll checks semi-monthly.
4. Assist with bulk mailings
5. Scheduling appointments
6. Ordering supplies
7. Organize main office area for efficiency, safety and appearance.
8. Administering first aid
9. Communicating effectively both orally and written form (i.e. PA announcements, two-way radio, typing correspondences to parents and staff, etc.)
10. Filing documents and correspondences in alphabetical and/or numerical order
11. Student records – shipping and receiving and maintaining immunization records
12. Assist Office Manager with other functions including, but not limited to:

Purchase Orders/Invoices

Payroll

Special events and projects (i.e. Parent-Teacher Conferences, Open House, report cards, etc.)

Adhering to deadlines set forth by the Office Manager, Principal or Education Service Provider

• Perform any other duties at the request of the Office Manager, Principal(s) or designee.

Requirements

Qualifications

• Applicants must possess and provide proof of a high school diploma or G.E.D. certificate.
• Two years of related experience providing clerical support in an office setting (preferably in a school environment)
• Required knowledge and skills:

1. basic math,
2. English/writing skills including spelling, proofreading and grammar,
3. administrative and clerical procedures and systems such as word processing, spreadsheets, managing files and records, designing forms and other office procedures,
4. conscientious attention to detail and commitment to accuracy in all areas,
5. must demonstrate punctuality, good attendance and strong work ethics in all areas.

Candidates must be able to:

1. provide great customer service to students, parents, staff and the community.
2. keep abreast of district policies, guidelines, handbook(s) and government regulations;
3. interpret a variety of instructions furnished in written, oral, diagram or schedule form;
4. write correspondences and reports;
5. learn different software systems;
6. follow through to meet deadlines and commitments;
7. work cooperatively with teachers, community, students and staff.