PAJARO VALLEY UNIFIED SCHOOL DISTRICT POSITION DESCRIPTION Position: Office Assistant III Job Code: Department: Sites and Departments Reports To: Principal or Department Administrator or designee SUMMARY Performs routine and/or standardized duties associated with receptionist, clerical work, attendance verification and reporting, and providing general office or program assistance. Duties will vary according to area of assignment, which may include a school site or special program. NATURE AND SCOPE Under close supervision this position performs moderate clerical, attendance, and MAA billing related duties. May include skilled typing and data entry, receptionist duties, records maintenance, filing and retrieval of information and reports, and other general duties as assigned. Work requires initiative, independent judgment and discretion in working with others. Contacts are generally within the immediate work group but may extend beyond immediate work group to include other District staff and departments, students, parents or the general public. DISTINGUISHING CHARACTERISTICS Office Assistant III is the third level in the Office Assistant series. This is a classification requiring working knowledge of modern clerical practices and performs moderate clerical support duties involving the use of some independent judgment and an understanding of corresponding functions and procedures, as well as competency in word processing and spreadsheet software. ESSENTIAL TYPES OF DUTIES (Duties may include but are not limited to the following) • Initiates and answers telephone calls. Screens incoming calls, mail, and visitors, evaluating the relative importance of each and independently resolving routine matters or referring to others. • Types from straight copy or rough draft a variety of materials such as letters and memoranda. Completes correspondence and forms as necessary. • Confirms attendance has been posted and posts tardies, truancies and absences. Processes enrollment of new students and enters pertinent information on database, which could include intra-district and inter-district transfers. • Communicates with students, parents, faculty, administrators, and authorities regarding attendance, which includes obtaining medical notes for absences, signing students in and out, and posting reasons regarding attendance in the database. • Prepares, maintains, and verifies a variety of lists, records and reports regarding student attendance. • Completes MAA claim forms with assistance from Health Services Assistants and faculty. Collects the site based data required for MAA billing. • Participates in annual MAA/LEA trainings and attends district trainings related to MAA billing and claims. • Processes routine documents of moderate complexity requiring knowledge of the special terminology, policies and procedures of department or area of specialized function. • Indexes and files correspondence, reports, and other materials according to predetermined breakdowns. Maintains filing system of hard copies and digital documents. • Ensures the timely distribution and receipt of a variety of records and reports. Requests or provides information as necessary to assure completeness and accuracy. • May compile statistical data, post routine financial transactions or other data and maintain various department, fiscal or other accounts or records. Searches out information in departmental records and files. Compiles data from varied sources. • Prepares documents for entry of information into computerized database using standard formats. Follows up as necessary to complete documents. • May prepare student work permits, student transcripts and registration packets, daily schedules, newsletters and other general correspondence. • Maintains confidentiality of information processed or received during the course of performing assigned duties. • May coordinate programs, workshops, and meetings between program staff, District administrators or the general public. • Operates standard office machines and equipment including computer hardware, typewriters, printers, copiers, calculators, two-way radio, and fax machines. Utilizes software applications required for the production of office documents such as Microsoft Word and Excel. • Performs other duties as assigned to accomplish the objectives of the position. QUALIFICATIONS Knowledge and Skills: Requires working knowledge of modern clerical principles, practices and methods. Basic knowledge of the special practices, technicalities, and work methods for the site/department of assignment. Working knowledge of English grammar and composition, business and/or legal formats, spelling, arithmetic, filing, and recordkeeping. Must be skilled in using various standard office machines, including personal computers with word processing and spreadsheet applications. Abilities: Requires the ability to independently perform the duties of the position efficiently and effectively. Must be able to perform complex clerical work with speed and accuracy. Must be able to learn, understand, explain, and apply knowledge of District and department organization, operations, programs, functions and special department terminology to include District attendance policies and procedures. Requires the ability to plan, organize and prioritize work in order to meet schedules and timelines. Requires the ability to communicate with students, staff, parents and the public using courtesy, and in a manner that reflects positively on the department and District. Must be able to work well independently and as part of a team. Physical Abilities: Position involves standing, walking, stooping, and occasional carrying and lifting of lightweight materials (up to 20 pounds). May be required to sit for extended periods of time. Requires visual acuity and depth perception to recognize words and numbers; and hand and finger dexterity and hand/eye coordination to use a computer keyboard and common office equipment. Requires speaking and hearing ability sufficient to hear over a phone and carry on conversations. Minimum Qualifications (Education and/or Experience): This is the minimum experience and education/training standards which will be used to admit or reject applicants for examination as approved on High School diploma or completion of GED and a minimum two (2) years of clerical and recordkeeping experience. Typing Requirement: Must be able to type 40 words per minute.