Senior Office Assistant # 85 Admissions & Family Services/Centralized Enrollment/CWA

Under the direction of an assigned supervisor, perform a variety of diversified clerical duties in support of an assigned office or program; answer phones and greet and assist students, parents, and visitors.

Responsibilities

• Perform a variety of diversified clerical duties in support of an assigned office requiring an understanding of a process or functional area at an assigned District office or school site; assist in assuring smooth and efficient office operations.
• Serve as receptionist: answer telephone calls, direct calls to appropriate personnel, take and relay messages, and schedule appointments for administrators.
• Receive, greet, and direct visitors; respond to inquiries and provide information related to District standards, procedures, policies, and programs.
• Type letters, forms, memoranda, bulletins, reports, lists, requisitions, flyers, newsletters, and other materials from oral or written instructions; compose routine correspondence; proofread completed typing assignments and other documents.
• Input data into an assigned computer system and generate computerized reports; maintain automated records; ensure accuracy of input and output information.
• Compile information and prepare and maintain logs, files, and records related to assigned activities; review and verify the accuracy and completeness of various documents; prepare reports as directed; verify and process forms and applications.
• Receive, sort, and distribute mail; prepare and distribute informational packets and bulk mailings.
• Operate a variety of office equipment including a copier, fax machine, typewriter, computer, and assigned software.
• Communicate with other departments, District staff, and outside organizations to exchange information and resolve issues or concerns related to assigned activities; prepare and coordinate schedules and calendars.
• Participate in attendance-related duties: contact parents and guardians to verify absences; prepare and maintain attendance and absence reports; issue readmits to students.
• Assist in monitoring inventory levels of office supplies and materials; assist with ordering, receiving, and maintaining inventory.
• Attend assigned meetings and conferences; take minutes and prepare related paperwork.
• Participate in school office functions such as registration, accounting, and guidance; assist in organizing field trips and special events.
• Assist with administering basic first aid to students and staff; prepare and maintain related records; administer medications as directed; notify parents of ill or injured students.
• Collect various monies and fees for an assigned office or program; maintain auditable records; monitor expenditures and budgets.
• Train and provide work direction to new employees and student assistants.
• Maintain regular and prompt attendance in the workplace.
• Perform related duties as assigned.

Requirements

• Modern office practices, procedures, and equipment.
• Basic terminology, processes, and operations of assigned office.
• Telephone techniques and etiquette.
• Record-keeping and report preparation techniques.
• Correct English usage, grammar, spelling, punctuation, and vocabulary.
• Operation of standard office equipment including a computer.
• Oral and written communication skills.
• Interpersonal skills using tact, patience, and courtesy.
• Basic math.

Skills

• Perform a variety of diversified clerical duties in support of an assigned office or program.
• Answer telephones and greet the public courteously.
• Type or input data at 45 words per minute from clear copy.
• Operate a variety of standard office equipment including a computer.
• Maintain records and files.
• Compile, assemble, verify, and prepare data for records and reports.
• Understand and follow oral and written instructions.
• Determine appropriate action within clearly defined guidelines.
• Compose correspondence and written materials independently.
• Establish and maintain cooperative and effective working relationships with others.
• Communicate effectively both orally and in writing.
• Complete work with many interruptions.
• Receive, sort, and distribute mail.
• Add, subtract, multiply, and divide quickly and accurately.
• Develop and maintain cooperative working relationships with those contacted in the course of work.
• Carry out oral and written directions; write and speak at a level sufficient to fulfill the duties to be performed.
• Lift and/or carry up to 25 lbs at waist height for short distances.
• Bend at the waist.
• Reach overhead, above the shoulders, and horizontally; grasp, push/pull.

Qualifications

Any combination of education, training, and/or experience equivalent to: graduation from high school and one year of general clerical experience.

Licenses and Certifications

Some positions in this classification may require a valid First Aid Certificate issued by an authorized agency within six months of employment.

Physical Demands

• Enter data into a computer terminal/typewriter and operate standard office equipment.
• Sit for extended periods of time.
• See and read a computer screen and printed matter with or without vision aids.
• Hear and understand speech at normal levels and on the telephone, with or without hearing aids.
• Lift and/or carry up to 25 lbs at waist height for short distances.
• Bend at the waist.
• Reach overhead, above the shoulders, and horizontally; grasp, push/pull.

Pay

Salary Range: 29