CLASS TITLE:  SCHOOL OFFICE ASSISTANT II

BASIC FUNCTION:

Under the direction of an assigned administrator, perform a variety of general clerical and record-keeping duties in support of school operations and activities; answer phones and greet and assist students, parents, staff and visitors; prepare and maintain various records and reports.

REPRESENTATIVE DUTIES:

ESSENTIAL DUTIES:

Perform a variety of general clerical duties in support of school operations and activities including typing, filing, duplicating and distributing materials; collect, review and process a variety of materials as required. 

Serve as receptionist, answering telephone calls and directing calls to appropriate personnel; take, retrieve and relay messages as appropriate; schedule and arrange appointments, meetings and other events as directed; refer callers and visitors to other offices as appropriate.

Compile information and data and prepare and maintain a variety of records, logs and reports related to students, attendance, discipline and assigned services and activities; establish and maintain filing systems; review and verify accuracy and completeness of various documents. 

Receive, greet and direct visitors; respond to inquiries and provide a variety of general information concerning school and office operations, activities, policies and procedures to personnel, students, parents and the public; issue student passes as assigned.

Input and update student information and a variety of other data in an assigned computer system; maintain automated records; generate computerized lists, reports and documents as requested; review input and output data for accuracy.

Type letters, lists, memoranda, forms, bulletins, purchase orders, flyers, permits, labels, notices, work orders or other materials from detailed or rough copy; compose routine correspondence; proofread completed typing assignments; prepare and process various forms and applications.

Communicate with students, parents, personnel and outside agencies to exchange information and resolve issues or concerns.

Operate a variety of office equipment including a copier, fax machine, typewriter, computer and assigned software; perform minor maintenance on equipment and arrange for repairs as needed; utilize a two-way radio as required.

Receive, sort and distribute incoming mail as assigned; prepare outgoing mail and packages for distribution.

Monitor inventory levels of office and school supplies; order, receive, distribute and maintain adequate inventory levels of supplies.

Administer basic first aid, assist with health screening activities and dispense medications to students in accordance with physician instructions as assigned by the position.

Process facility use requests as assigned; maintain school, facility use or other assigned calendars and schedules.

Participate in a variety of other assigned activities such as coordinating field trips, performing attendance functions, processing student enrollment information, setting up automated messages, processing confiscated items, assigning student lockers and assisting with student discipline issues.

Train and provide work direction and guidance to student assistants as required.

Attend and participate in meetings as assigned.

OTHER DUTIES:

Perform related duties as assigned.

KNOWLEDGE AND ABILITIES:

KNOWLEDGE OF:

General terminology, processes and operations of a school office.

Modern office practices, procedures and equipment.

Operation of a computer and assigned software.

Record-keeping and report preparation techniques.

Data control procedures and data entry operations.

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

Oral and written communication skills.

Interpersonal skills using tact, patience and courtesy.

Methods of collecting and organizing data and information.

Telephone techniques and etiquette.

ABILITY TO:

Perform a variety of general clerical and record-keeping duties in support of school operations and activities.

Answer telephones and greet the public courteously.

Prepare and maintain a variety of records and reports.

Type or input data at 45 words per minute from clear copy.

Operate a variety of standard office equipment including a computer and assigned software.

Learn policies and objectives of assigned programs and activities.

Understand and follow oral and written directions.

Complete work with many interruptions.

Receive, sort and distribute mail.

Meet schedules and time lines.                            

Compile, verify and assemble data and information.

Communicate effectively both orally and in writing.

Establish and maintain cooperative and effective working relationships with others.

Use assigned software at an intermediate level.

EDUCATION AND EXPERIENCE:

Any combination equivalent to:  graduation from high school and one year general clerical experience involving record-keeping duties and frequent public contact.

WORKING CONDITIONS:

ENVIRONMENT:

Office environment.

Constant interruptions.

PHYSICAL DEMANDS:

Dexterity of hands and fingers to operate a computer keyboard.

Hearing and speaking to exchange information in person and on the telephone.

Sitting or standing for extended periods of time.

Seeing to read a variety of materials.

Bending at the waist, kneeling or crouching to file materials.

Reaching overhead, above the shoulders and horizontally.