26-27 Truman Primary Office Assistant

About the role

This position manages all communications between students, parents, school personnel, and other staff, especially as it relates to student attendance and other counseling concerns. The role supports the registrar's function and performs a variety of clerical duties to support school operations.

Responsibilities

• Call parents to inform them of student absences.
• Input attendance information into the computer (absences excused or unexcused, check in and out, ISS, parent contacts, etc.).
• Inform the principal of student attendance.
• Assist with registrar's function including enrolling or withdrawing students, creating/preparing student files including immunization records, etc.
• Obtains books and other school property.
• Make files for new students and properly input address and other pertinent data into the computer.
• Check students in and out of school.
• Send messages to students as requested by parents.
• Notify teachers of in school and out of school suspensions and appropriate assignments for those missing school.
• Send for homework for those missing school.
• Type on computer, word processor, or typewriter from rough draft.
• Compile and assist with preparing documents, reports and communications.
• Receive and direct visitors, handle telephone calls, and provide assistance or technical information concerning policies, procedures, and other details.
• Take and deliver messages.
• May assist in opening and distributing mail.
• May backup any other clerical position in the school.
• May assist with getting substitutes.
• Input data into manual or electronic records concerning attendance of staff and students and other information.
• May operate two-way radio/intercom to dispatch information.
• Organize and maintain various files including confidential and tickler files.
• Schedule meetings and make sure all information and arrangements are completed.
• Operate modern office equipment including a computer and must be able to input attendance information.
• Perform other clerical functions like replenishing office supplies and tests; duplicating material; taking student ID pictures; assigning buses to students; updating bulletin boards; and keeping reception area presentable.
• Supervise Office Aides/Assistants.
• Give new students a map of the school, their schedules and assign a student aide to show them around.
• Perform other duties as assigned.

Requirements

• High school diploma or GED.
• 6 months to 1 year of secretarial experience.
• Some computer experience is helpful.

Skills & Abilities

• Good customer service/people skills to handle problems and provide information and technical assistance as requested.
• Ability to comply with safety guidelines and policies to reduce accidents or injury to staff or to students.
• Ability to follow school dress standards, proper attendance or leave policies, and other work-habits concerns for staff.
• Creativity, initiative and effective problem solving.
• Ability to help manage the computerization of school district operations and provide training and support to district staff in the use of administrative computer systems.
• Ability to utilize discretion, ingenuity and independent judgment due to the complexity of the job.
• Ability to sit regularly; use hands to handle or feel and talk or hear.
• Ability to frequently reach with hands and arms.
• Ability to occasionally stand; walk and stoop, kneel, crouch, or crawl.
• Ability to frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.
• Specific vision abilities required include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.