Permanent 8.0 hour/day position to as soon as possible
Job Title: Office Assistant
Supervisor: Principal or Site Supervisor
FLSA Status: Nonexempt
SUMMARY: A person in this category performs a variety of complex clerical work requiring application of initiative and judgment in organizing work procedures with only occasional checking by the supervisor.
Essential Duties and Responsibilities:
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Provides administrative support to school staff and assist office manager as requested.
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Performs general office duties including answering multi-line phones, greeting the public, typing, filing, sorting and handling incoming and outgoing mail.
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Greets parents, students and staff in main office and directs as appropriate providing guest badges, bus passes, etc.
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Inventories and stocks office supplies for the main office, staff work room and school staff.
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Completes computer data entry work, using District computer programs, to input a high volume of data with speed and accuracy, including confidential data, in an environment with constant interruptions.
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Collects student fees and sports monies.
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Withdraws and enrolls students.
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Maintains accurate student records including: attendance, and records.
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Requests substitutes, supervise VIMS, enters requisitions, work orders and office supplies, etc.)
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Maintains current schedules for buses, staff lists and homeroom classes.
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Appropriately maintains and secures confidential records and inquiries.
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Maintains principal's/supervisor’s calendar.
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Manages special projects and school events as assigned by building administrator(s).
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Arranges for transportation and/or travel accommodations for staff.
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Supports supervisor in the development and distribution of correspondence and independently composes correspondence on routine matters.
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Answers correspondence not requiring the administrator’s attention.
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Posts information and updates school website on district intranet.
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Manages documents i.e., registers, processes and maintains student records.
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Assists in monitoring student health room, administers medications within the scope of district policies and performs first aid services.
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Interacts thoughtfully and courteously with students, staff, administrators, and parents and resolves conflict in a professional manner.
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Communicates clearly with coworkers and other staff.
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Provide impeccable customer service.
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Maintains appropriate certifications and training hours as required.
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Attends work daily as assigned and is punctual.
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Adheres to daily schedule.
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Supervises students in office.
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Complies with all safety and work rules, policies and procedures.
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Responsible for proper utilization, operation and maintenance of all department resources.
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Provides support to other positions as needed.
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Assumes additional responsibilities as appropriate with little or no supervision.
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Other related duties as assigned.
Marginal Duties and Responsibilities:
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Attends staff meetings and in-service trainings.
Supervisory Responsibilities:
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All employees of the Medford School District have responsibility for supervising students and assisting in maintaining a safe environment.
Qualifications: 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 the essential functions.
Education and/or Experience: High school diploma or General Education Diploma (GED) and three to four years' related experience in typing, general clerical and/or training or equivalent combination of education and experience.
Interpersonal Skills: Ability to interact appropriately with teachers, staff, members of the community, school board members, others including vendors, law enforcement and other agencies and students. Focuses on solving conflict; maintains confidentiality; Contributes to building a positive team spirit.
Language Skills: Ability to communicate fluently in English both verbally and in writing. Preference may be given to applicants who are fluent in both English and Spanish. Ability to respond to common inquiries or complaints from students, parents, regulatory agencies or members of the community. Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals. Ability to write reports and business correspondence.
Mathematical Skills: Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals.
Reasoning Ability: Ability to understand, apply and interpret instructions furnished in written, oral or diagram form.
Computer Skills: General knowledge of computer usage and ability to use database software, internet software, e-mail, order processing software, spreadsheets and word processing software. Ability to keyboard 45 wpm.
Other Skills and Abilities: Ability to appropriately communicate with students, teachers, parents, members of the community, and staff.
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 regularly required to talk or hear. The employee is frequently required to walk; sit; use hands for fine manipulation, handle or feel and reach with hands and arms. The employee is frequently required to stand and stoop, kneel, crouch or crawl. The employee must regularly lift and/or move up to 10 pounds and occasionally up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, ability to adjust focus and peripheral vision. Speaking clearly enough to be able to be understood by others. Identifying and understanding the speech of another person. Emotional stability to work effectively under pressure and to keep all aspects of the job under control.
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.
The noise level in the work environment is usually low to moderate. The employee must be able to handle interruptions and prioritize work in a fast-paced environment. The employee may be exposed to bloodborne pathogens. Employee may be subject to temperature fluctuations, fumes, odors and dust.
Note: This is not necessarily an exhaustive or all-inclusive list of responsibilities, skills, duties, requirements, efforts, functions or working conditions associated with the job. This job description is not a contract of employment or a promise or guarantee of any specific terms or conditions of employment. The school district may add to, modify or delete any aspect of this job (or the position itself) at any time as it deems advisable.
