Pioneer Union School District

Position Description

Clerk/Typist – Office Assistant

Classified Bargaining Unit

Department/Site: District Office

Reports To: CBO and Account Technician

Classification: Classified Range 2

Work Year: 10 Months

Work Schedule: M-F 3:00-4:30

JOB SUMMARY

Under the direction of an administrator or other designated supervisor, performs a variety of routine clerical and office support duties to assist in the efficient operation of a school or district office. Duties include filing and maintaining records, scanning and organizing documents, receiving and distributing mail and packages, and providing general clerical assistance to school and district staff.

The position requires accuracy, organization, dependability, confidentiality, and the ability to establish and maintain effective working relationships with students, staff, parents/guardians, visitors, and the public.

This position is included in the classified bargaining unit and is subject to the applicable collective bargaining agreement, Board policies, administrative regulations, and established District procedures.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The following duties are typical of the classification. The incumbent may perform some or all of the following duties, as assigned:

• Performs routine clerical duties in support of the assigned school or department.

• Files, sorts, retrieves, and maintains paper and electronic records and documents.

• Scans documents and appropriately names, organizes, and files electronic records.

• Receives, sorts, date-stamps, and distributes incoming mail and correspondence to appropriate personnel, classrooms, offices, or departments.

• Collects, sorts, prepares, and distributes outgoing mail and correspondence.

• Receives packages, deliveries, and other materials and ensures timely distribution to the appropriate recipient or location.

• Maintains records, logs, and other documentation related to mail, packages, deliveries, and assigned clerical activities.

• Performs routine copying, printing, scanning, labeling, collating, and document preparation.

• Operates computers, copiers, scanners, printers, postage equipment, and other standard office equipment.

• Enters and retrieves routine information using District-approved computer systems and applications.

• Assists with the organization and maintenance of office files, records, forms, and supplies.

• Answers routine inquiries and provides information regarding established office procedures; refers questions requiring additional assistance to appropriate personnel.

• Receives and directs visitors and telephone calls in a professional and courteous manner.

• Maintains confidentiality of student, personnel, family, and District information in accordance with applicable laws, Board policies, and District procedures.

• Provides courteous and professional service to students, staff, parents/guardians, visitors, vendors, and members of the public.

• Maintains an orderly and organized work area.

• Performs other related duties as assigned.

KNOWLEDGE OF

• General office methods, practices, and procedures.

• Filing and recordkeeping principles and practices.

• Basic clerical procedures and office organization.

• Proper handling and distribution of mail, packages, and correspondence.

• Basic computer operation and common office applications.

• Proper procedures for maintaining confidentiality of student and District information.

• Correct English usage, spelling, grammar, punctuation, and business correspondence practices.

ABILITY TO

• Perform routine clerical duties accurately and efficiently.

• Organize and maintain paper and electronic filing systems.

• Sort, distribute, and deliver mail, packages, records, and other materials.

• Operate standard office equipment and learn District-specific software and systems.

• Understand and follow oral and written instructions.

• Establish priorities and organize work to meet established deadlines.

• Maintain accurate records and files.

• Maintain confidentiality and exercise appropriate discretion when handling sensitive information.

• Communicate effectively, tactfully, and courteously with students, staff, parents/guardians, and the public.

• Establish and maintain effective working relationships with others.

• Work independently with general supervision.

• Adapt to changing priorities and work assignments.

• Demonstrate regular attendance, punctuality, dependability, and reliability.

MINIMUM QUALIFICATIONS

Education and Experience

Any combination of education, training, and experience that provides the knowledge and abilities required to successfully perform the duties of the position.

Typically:

• Graduation from high school or equivalent.

• Previous clerical, office, school, or customer-service experience is desirable.

Licenses and Certificates

• None required, unless otherwise specified by the District.

WORKING CONDITIONS

Work is generally performed in a school or district office environment with frequent interaction with staff, students, parents/guardians, visitors, and members of the public.

The position may require frequent movement throughout the school or office site to collect and distribute mail, packages, records, and other materials. Work may involve interruptions, multiple priorities, and interaction with individuals from diverse backgrounds.