Office Assistant - Bilingual - Willow Creek

About the Role

To assist the principal in the efficient operation of Willow Creek Elementary School so maximum positive impact can be made on the education of students. To carry out all secretarial and clerical duties necessary for the smooth and efficient operation of the office.

Responsibilities

• Receive and route incoming calls and correspondence
• Assist with arranging meetings, preparing agendas, and handling follow-up activities as necessary
• Assist, log in, and direct visitors to the school
• In the absence of a school nurse, administer medications to students according to district medication policy
• In the absence of a school nurse, do head checks for lice, as needed per district policy
• In the absence of a school nurse, attend to ill or hurt students (call 911 if appropriate and notify backup nurse), administer basic first aid, and contact parents as instructed
• Handle daily announcements
• Schedule appointments, meetings, and conferences as requested
• Register students and set up permanent records entering student demographics and all other needed information
• Assist in the scheduling of parent-teacher conferences
• Maintain accurate enrollment and attendance records for various reports and forward to the district office as needed
• Run daily tardy reports and mail attendance letters home when necessary
• Prepare quarterly state attendance reports
• Send student records as requested by schools and promptly request newly enrolled student records from other schools
• Maintain records on all accidents, incidents, fire drill, and suspension notices, forwarding copies to the district office
• Prepare such documents as reports, staff duty rosters, correspondence, and handbooks
• Work with substitute coordinator to ensure classroom coverage when staff are out of the building
• Maintain a well-organized, up-to-date filing system
• Operate equipment, such as computers, copiers, intercom systems, calculators, laminators, telephone systems, and scanners
• Distribute and inventory supplies
• Assist teachers in preparing instructional material as requested within the allowable time frame as set forth by the principal
• Perform such tasks as may be delegated by the principal
• Keep immediate supervisor informed of activities and any issues that may arise
• Attend faculty meetings as required
• Assume responsibility for continuing professional growth and development by attendance at in-services or trainings
• Seek assistance should emergencies arise
• Represent the school district in a positive manner
• Know and follow school district policy and chain of command
• Perform other duties as assigned

Requirements

• High School Diploma or GED required
• Bilingual (fluent verbal English/Spanish) required
• Previous secretarial experience preferred
• Knowledge of word processing, databases, spreadsheets, and reports
• Knowledge of automated office equipment and efficient office procedures
• Strong telephone skills and ability to communicate effectively
• Works well with students, staff, and the public
• Excellent interpersonal and communication skills
• Able to work under pressures and deadlines
• Maintain confidentiality of staff and students
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals
• Ability to read, analyze, and interpret governmental regulations and legal documents
• Ability to write routine reports and correspondence
• Demonstrate sound judgment by taking appropriate actions regarding questionable findings or concerns
• Consistently demonstrate ability to respond to changing situations in a flexible manner to meet current needs, such as reprioritizing work as necessary
• Organize job functions and work area to effectively complete varied assignments within established time frames
• Ability to conduct basic math functions, as well as manipulate formulas in spreadsheets
• Ability to apply common sense understanding to carry out instructions furnished in written, oral, and diagram form
• Ability to define problems, collect data, establish facts, and draw valid conclusions
• Knowledge of a variety of computer software applications in word processing (Microsoft Office), spreadsheets (Excel), database (Access), presentation software, and accounting/financial software

Physical Demands

• Continuously required to sit; occasionally walk and stand and reach with hands and arms
• Occasionally lift and carry up to 20 pounds
• Specific vision abilities required include close vision and very good depth perception
• Ability to communicate through speech

Work Environment

• Regularly works inside and occasionally meets deadlines with severe time constraints

Schedule

198 day calendar assignment