School Office Assistant I /Euclid

K-8•Ontario, CA

1d•Onsite

About The Position

Under general supervision, performs a wide variety of general clerical support functions at traditional schools and verifies, documents, maintains, and distributes specialized records and reports related to student enrollment and attendance. The role also provides general school office support at year-round and middle schools, including assistance to an Attendance Technician at a middle school. The work requires detailed knowledge of attendance-related laws, codes, terminology, procedures, and practices, as well as interaction with parents and students, sometimes in emotionally charged situations. Assigned duties require attention to detail, independence, accountability, and judgment in selecting procedures and resolving routine to non-routine problems. The position supports student enrollment, attendance tracking, records management, school and District programs, correspondence, office operations, supplies, budgets, payroll documentation, and arrangements for staff activities and student field trips. Additional duties may include administering first aid when the school nurse and health assistant are absent, supporting attendance interventions and student testing, supervising children in the office, and assisting families with referrals and resources. The job is based in a school office, where noise can occasionally be loud. Employees regularly sit, communicate in person and by telephone, use standard office equipment, and reach with their hands and arms; they frequently walk and stand and may lift up to 25 pounds.

Requirements

High school graduation or GED equivalent and two years of increasingly responsible office administrative or secretarial experience, or an equivalent combination of education, training, and experience.
Type accurately at 35 words per minute; the posting requires an OMSD typing certificate dated within the last two years and does not accept certificates from outside agencies.
Knowledge of state and local regulations and District policies and practices concerning student attendance and enforcement of attendance policies.
Knowledge of communication methods and telephone etiquette; cultures and traditions of students served; office administration; business communication and correct English usage; District organization and applicable procedures; computer and standard business software; records management, filing, and basic purchasing.
Ability to operate a computer and standard business software, including word processing and spreadsheets, as well as other standard office equipment.
Ability to perform detailed data entry with the speed and accuracy required for the position.
Ability to interpret and apply rules, regulations, policies, and procedures; organize work and priorities; exercise sound judgment; and complete forms and reports accurately.
Ability to organize and maintain office and specialized files and compose routine correspondence from brief instructions.
Ability to communicate clearly and effectively, orally and in writing; understand and follow written and oral instructions; and prepare clear, accurate records and correspondence.
Ability to use tact, discretion, and courtesy in sensitive situations and establish effective working relationships with administrators, staff, students, parents, the public, and others.
Applicants must complete further evaluation, including testing and an oral interview; testing includes Microsoft Basic Word 2010, customer service, and alpha filing.
Applicants must attach proof of high school graduation or GED and an OMSD typing certificate to the application before the deadline.

Responsibilities

Research, compile, enter, and verify student attendance, enrollment, and other information; prepare, review, complete, and maintain related records and reports.
Register and enroll students, prepare enrollment and attendance packets, schedule students for CELDT testing, process drops and transfers, verify signatures and emergency information, issue late slips and passes, and prepare attendance rosters.
Communicate with faculty, students, parents, service agencies, administrators, and District officials regarding attendance and school matters; respond to routine and moderately difficult inquiries and refer matters beyond the role’s authority or knowledge to a supervisor.
Contact parents or guardians about absences, notify program staff and administrators of excessive absences, assist with ADA reports, prepare school-event correspondence, and assist with student discipline-related tasks, including transporting suspended students.
Prepare, maintain, review, and update student cumulative and emergency records; request records from previous schools, follow up on missing information, transfer records, and retrieve records and reports for meetings and faculty use.
Compile student information and prepare statistical, program, federal, state, local, and District forms, reports, and records; monitor and assist with assigned school and District programs; process parent-conference requests and prepare progress report forms.
Type, format, revise, print, and distribute correspondence, newsletters, calendars, forms, reports, purchase orders, and other documents; compose routine correspondence, enter and revise database information, and generate reports.
Open, screen, distribute, and prepare office mail and mailings; send and receive faxes; copy materials; maintain teachers’ photocopy records; prepare printing orders; post and distribute flyers; and make calls for faculty and administrators.
Answer telephone calls and written inquiries, take and distribute messages, greet visitors, respond to questions and complaints, and refer matters to appropriate staff when necessary.
Create, maintain, retrieve, duplicate, distribute, and purge office files and records.
Order and track office and classroom supplies, and maintain faculty supply budget records and balances.
Collect and prepare time reports, record daily attendance information, send payroll documents, and receive and distribute paychecks.
Maintain categorical, student body, and faculty budgets and petty cash; prepare requisitions and deposits, monitor expenditures, collect money, and issue receipts.
Arrange conference attendance and substitute information for teachers and administrators, monitor travel budgets and transfer funds as needed, and reserve field trips.
Administer first aid to students when the school nurse and health assistant are absent; maintain school keys and distribute keys to substitutes.
May participate in SART/SARB presentations and record keeping; assist with counseling arrangements and family referrals; participate in home visits; independently prepare ADA reports; organize state testing materials and may administer tests; supervise children in the office; and assist with creating and updating classes in the District system.