Job Description / Essential Elements:
SOUTH SAN FRANCISCO UNIFIED SCHOOL DISTRICT
CLASS TITLE: OFFICE ASSISTANT
Under the direction of an assigned supervisor, perform a variety of general and varied clerical duties in support of an assigned school office; answer telephones and greet and assist students, parents and visitors.
The Office Assistant classification provides general and varied clerical support to an assigned school office. Incumbents are typically assigned a broad combination of responsibilities such as attendance and enrollment and work under immediate supervision. The Senior Office Assistant classification provides complex and varied clerical support to an office with District-wide operations and programs, requiring an understanding of a process or functional area. At the high schools, incumbents typically serve as the switchboard receptionist or maintain and account for student testing records.
Perform a variety of general and varied clerical duties in support of an assigned school office; type letters, memoranda, bulletins, newsletters, requisitions or other materials from detailed or rough copy; compose routine correspondence; proofread completed typing assignments.
Answer telephones; take messages and provide information related to school programs, schedules, activities, procedures and other information as requested; direct calls to appropriate personnel; maintain school calendar of events as assigned.
Type, file, request and send cumulative student records to and from other schools according to established procedures; create and maintain student cumulative files.
Communicate with District and school staff and outside organizations regarding office operations, activities, supplies, policies and procedures and student information.
Participate in various attendance-related duties; contact parents and guardians to verify absences; prepare and maintain attendance and absence reports and lists according to established procedures; issue readmits to students.
Participate in student registration activities; assist parents with proper completion of forms; enroll and drop students as appropriate; assure emergency cards are completed and up-to-date; enter student information into computerized student information system.
Receive, sort and distribute incoming mail; assist in the preparation and dissemination of materials and information to parents and staff regarding various events and programs; distribute and collect testing materials as assigned by the position.
Sort and file materials according to established procedures; establish, maintain and purge records, logs, inventories and various files; duplicate documents and materials.
Inventory, order, receive, store and distribute office, classroom and school supplies, materials and equipment; follow-up with vendors concerning missing or incorrect orders.
Prepare billings and collect fees for assigned office; prepare deposits and maintain related records.
Administer routine first aid to students and staff; dispense medication according to physician instructions and District policy; notify parents of ill or injured students as needed.
Operate a variety of office equipment including a copier, fax machine, calculator, typewriter and a computer; arrange for repairs of equipment as directed.
Interpret oral conversations and translate written materials into a designated second language as assigned by the position.
Assist teachers with preparing classroom materials; duplicate, collate, staple, bind and laminate various materials.
Assist school staff in fundraising activities.
Perform related duties as assigned.
KNOWLEDGE AND ABILITIES:
Telephone techniques and etiquette.
Basic record-keeping and filing techniques.
Correct English usage, grammar, spelling, punctuation and vocabulary.
Operation of a variety of office equipment including a computer and assigned software.
Oral and written communication skills.
Interpersonal skills using tact, patience and courtesy.
Perform a variety of clerical duties in support of an assigned school office.
Communicate effectively with students, parents, staff and administration.
Learn, interpret and explain applicable laws, codes, rules, regulations, policies and procedures.
Learn District organization, operations, policies and objectives.
Answer telephones and greet the public courteously.
Maintain records and files.
Type or input data at 35 words per minute from clear copy.
Understand and follow oral and written directions.
Establish and maintain cooperative and effective working relationships with others.
Meet schedules and time lines.
Receive, sort and distribute mail.
Add, subtract, multiply and divide quickly and accurately.
Operate a variety of office equipment including a computer and assigned software.
Complete work with many interruptions.
EDUCATION AND EXPERIENCE:
Any combination equivalent to: graduation from high school and sufficient training and experience to demonstrate the knowledge and abilities listed above.
LICENSES AND OTHER REQUIREMENTS:
Valid First Aid and CPR Certification issued by an authorized agency must be obtained within six months of employment and maintained throughout employment in this classification.
Some positions in this classification may be required to speak, read or write in a designated second language.
Dexterity of hands and fingers to operate a computer keyboard.
Hearing and speaking to exchange information in person and on the telephone.
Seeing to read a variety of materials.
Sitting or standing for extended periods of time.
Bending at the waist, kneeling or crouching to file materials.