Office Assistant - Columbia High School

POSITION: Office Assistant

CATEGORY: Classified

DEPARTMENT: Clerical

LOCATION: Secondary Schools

REPORTS TO: Principal

SUMMARY: To assist the building principal in the efficient operation of the school so a maximum positive impact can be made on the education of secondary school students. To carry out all secretarial and clerical duties necessary for the smooth and efficient operation of the office.

Essential Duties And Responsibilities

• Receive and route incoming calls and correspondence
• Arrange meetings, prepare agendas, and handle follow‑up activities as necessary
• Assist, log in, and direct visitors to the school
• In the absence of a school nurse, administer medications to students according to district medication policy
• In the absence of a school nurse, do head checks for lice, as needed per district policy
• In the absence of a school nurse, attend to ill or hurt students (call 911 if appropriate and notify backup nurse), administer basic first aid, and contact parents as instructed
• Handle daily announcements
• Schedule appointments and conferences as requested
• Assist with registering students and set up permanent records entering student demographics and all other needed information as needed
• Issue lockers and maintain records of the same
• Process midterm reports and report cards
• Develop list for honor roll students
• Compile diploma list for graduation and make arrangements for graduation
• Order and compile all awards
• Assist high school counselor in mailing transcripts to colleges and universities and in providing verifications for jobs and social security
• Maintain accurate enrollment and attendance records for various reports and forward to the district clerk as needed
• Send student records as requested by schools and promptly request newly enrolled student records from other schools
• Assist with transferring of outgoing students
• Act as a back-up for all office positions at the school
• Be responsible for maintaining accurate teacher and student accounts, including receipting, counting, and depositing all money received
• Prepare such documents as reports, staff duty rosters, correspondence, and handbooks
• Maintain employee records, such as absences, and submit to the district office monthly
• Assist the counselor as needed with various paperwork such duties as creating charts, record requests, and typing
• Call and schedule substitute teachers and prepare their timesheets
• Maintain a well‑organized, up‑to‑date filing system
• Operate equipment, such as computers, copiers, intercom systems, calculators, laminators, telephone systems, and scanners
• Process all purchase orders and send to the district office for supplies to be ordered
• Keep track of expenditures on account encumbrance sheets
• Distribute and inventory supplies
• Maintain records of all fines during the school year
• Exercise administrative authority and perform such tasks as may be delegated by the building principal
• Make necessary administrative decisions in the absence of the building principal
• Assist the accounts payable clerk as needed
• Keep immediate supervisor informed of activities and any issues that may arise
• Attend faculty meetings as required
• Assume responsibility for his or her continuing professional growth and development by attendance at inservices or trainings
• Seek assistance should emergencies arise
• Represent the school district in a positive manner
• Know and follow school district policy and chain of command
• Perform other duties as assigned
  
  

SUPERVISORY RESPONSIBILITIES: None

QUALIFICATION REQUIREMENTS: To perform 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 the essential functions.

Education And/Or Experience

• High School Diploma or GED required
• Previous secretarial experience preferred
  
  

Knowledge, Skills & Abilities

• Knowledge of work processing, data bases, spreadsheets, and reports
• Knowledge of automated office equipment and efficient office procedures
• Strong telephone skills and ability to communicate effectively
• Works well with students, staff, and the public
• Excellent organizational skills
• Excellent interpersonal and communication skills
• Able to work under pressures and deadlines
• Maintain confidentiality of staff and students
  
  

COMMUNICATION SKILLS: Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals. Ability to read, analyze and interpret governmental regulations and legal documents. Ability to write routine reports and correspondence. Ability to effectively present information and respond to questions from employees and/or the general public. Ability to communicate in English and Spanish is preferred.

Problem Solving Skills

Demonstrate sound judgment by taking appropriate actions regarding questionable findings or concerns.

PRODUCTIVITY/EFFICIENCY SKILLS: Consistently demonstrate ability to respond to changing situations in a flexible manner in order to meet current needs, such as reprioritizing work as necessary; organize job functions and work area to be able to effectively complete varied assignments within established time frame.

Mathematical Skills

Ability to conduct basic math functions, as well as manipulate formulas in spreadsheets.

Reasoning Ability

Ability to apply common sense understanding to carry out instructions furnished in written, oral and diagram form. Ability to define problems collects data, establish facts, and draw valid conclusions.

Other Skills And Abilities

Knowledge of a variety of computer software applications in word processing (Microsoft Office), spreadsheets (Excel), database (Access), presentation software and accounting/financial software.

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

While performing the duties of this job, the employee is continuously required to sit; occasionally walk and stand and reach with hands and arms; occasionally lift and carry up to 20 pounds. Specific vision abilities required by this job includes close vision; very good depth perception; and the ability to communicate through speech.

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 individual’s disabilities to perform the essential functions.

While performing the duties of this job, the employee regularly works inside and occasionally meets deadlines with severe time constraints.

TERMS OF EMPLOYMENT: Office Assistant calendar assignment

Nampa School District #131 is an equal opportunity employer/educator with an alcohol, drug and tobacco free environment, and does not unlawfully discriminate in employment. Equal access to employment, services, and programs is available to all persons. Those applicants requiring reasonable accommodations to the application and/or interview process should notify a representative of the organization. The information contained in this job posting is for compliance with the Americans with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned. The employment relationship with the District is of an “at will” nature, which means that the Employee may resign at any time and the Employer may discharge the Employee at any time with or without cause.