Hourly Office Assistant - Newman Elementary

JOB SUMMARY

The Office Assistant provides clerical support to assigned personnel, maintains department records, and responds to a variety of inquiries.

MINIMUM REQUIRED QUALIFICATIONS

• Fingerprinting and successful completion of a criminal background check required.
• High school diploma or equivalent.
• Proficient in Microsoft Office Suite and experienced using data-based software.
• Speak, read, write, and present professionally, analyze, and interpret English written and verbal communications.
• Able to operate standard office equipment (e.g., phone, copier, scanner, fax machines, etc.).

PREFERRED QUALIFICATIONS

• Knowledge of Microsoft PowerPoint, Office 365, Publisher, etc.
• Experience in a K-12 education or public employment environment.
• First Aid and CPR certifications.
• Spanish or other language proficiency, including ability to read, write, speak, and understand.

ESSENTIAL FUNCTIONS & RESPONSIBILITIES

• Answer telephone to direct inquiries to the appropriate personnel and answer questions.
• Ensure the safety of the school community by responding to security doorbells and check-in and check-out all visitors and temporary site personnel (e.g., substitutes, etc.).
• Respond to inquiries from a variety of internal and external parties (e.g., staff, parents, students, public agencies, etc.) to provide information, facilitate communication among parties, and provide direction.
• Aid in processing confidential and non-confidential documents and materials (e.g., student registrations, withdrawals, immunizations, attendance, etc.) and disseminate information to appropriate parties.
• Prepare general written confidential and non-confidential materials (e.g., reports, memos, letters, newsletters, etc.) to document activities, provide written references, and convey information.
• Perform clerical functions (e.g., copying, faxing, filing, sorting mail, etc.) to help the school run more efficiently.
• Support assigned staff to assist with department functions, perform record keeping (confidential and non-confidential) and general and program-specific clerical functions (e.g., scheduling, student tracking, making telephone calls, etc.) to support assigned supervisor and site.
• Receive and process payments (e.g., lunch money, tuition, collections, etc.) to provide written reference, and prepare up-to-date reports, and historical references with established administrative guidelines and legal requirements.
• Absorb students in the office (e.g., sick or injured, lost and found items, sent to the office due to behavior, errands, etc.) to provide a safe and welcoming environment.
• May be required by administration to obtain First Aid or CPR certification.
• Communicate effectively with diverse individuals and groups of people while maintaining confidentiality and building positive working relationships with employees and stakeholders.
• Maintain regular and predictable attendance to fulfill job requirements efficiently and effectively.
• Participate in meetings, workshops, and seminars, as assigned, to convey and gather information required to perform functions.
• Adapt to changing work priorities and work with frequent interruptions, as required.
• Support a team environment by collaborating with own and other work units to effectively perform the duties of the position.
• Work under limited supervision, utilizing time-management and prioritization strategies, accurately processing detailed information, and meeting deadlines.
• Perform other related duties as assigned to ensure the efficient and effective functioning of the work unit.