Office Assistant

Office Assistant

Under general supervision, performs other general clerical duties as necessary to help maintain efficient and effective office operations. Reports to the immediate supervisor.

Essential Functions:

• Greets and signs in and interacts with visitors to the school - first point of contact; directs visitors to the proper place and answers questions.
• Answers telephone and directs callers to appropriate person
• Conducts computer data entry to process, record, update and retrieve department information and to prepare spreadsheets and reports as directed in a timely and accurate manner.
• Conducts general clerical work including entering data into the computer, answering the telephone, typing reports and correspondence, copying and filing documents, matching/sorting invoices, processing daily mail, and creating reports or packets.
• Prepares and submits daily logs, routine forms and reports, and spreadsheets.
• Operates a variety of equipment, such as a computer, printer, Internet, email, scanner, copier, adding machine, and telephone.
• May order or keep inventory of equipment and various supplies, inspect equipment and call when repair is necessary.
• Assists supervisor and other staff persons with special projects as assigned.
• Interacts and communicates with departmental supervisors and co-workers, District department heads and employees, general public, etc.
• Complies with all federal laws, state statutes, Board policies, administrative rules, and directives.

Additional Duties:

• Performs related duties as required.

Minimum Education and Training:

Requires a high school diploma supplemented by one year of data entry experience, or an equivalent combination of education, training and experience that provides the required knowledge, skills and abilities.

Minimum Qualifications and Standards

Required:

Physical Requirements:

Must be physically able to operate a variety of automated office machines and equipment, including a computer, basic office equipment, adding machine, telephone, etc. Must be able to exert up to five pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time, but may involve walking or standing for brief periods of time.

Must be able to lift/carry weights of five to ten pounds.

Data Conception:

Requires the ability to compare and/or judge the readily observable, functional, structural or compositional characteristics (whether similar to or divergent from obvious standards) of data, people or things.

Interpersonal Communication:

Requires the ability of speaking and/or signaling people to convey or exchange information. Includes receiving assignments and/or directions from supervisors.

Language Ability:

Requires the ability to read a variety of policy and procedures manuals, computer manuals, etc. Requires the ability to enter data into computer and prepare reports, records, correspondence, etc., with proper format, punctuation, spelling and grammar, using all parts of speech. Must be able to speak with poise, voice control and confidence and to articulate information to others.

Intelligence:

Requires the ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions, to deal with problems involving a few concrete variables in or from standardized situations. Requires the ability to make routine independent judgments in the absence of supervisor, and to acquire knowledge of topics related to primary occupation. Must have the ability to comprehend and interpret received information and the ability to comprehend and implement basic office machinery functions.

Verbal Aptitude:

Requires the ability to record and deliver information and to follow oral and written instructions. Must be able to communicate effectively and efficiently with persons of varying educational backgrounds and using a variety of technical or professional terminology.

Numerical Aptitude:

Requires the ability to add and subtract totals, to multiply and divide, to determine percentages and decimals, to determine time. Must be able to use practical applications of fractions, percentages, ratio and proportion.

Form/Spatial Aptitude:

Requires the ability to inspect items for proper length, width and shape, and visually read various information.

Motor Coordination:

Requires the ability to coordinate hands and eyes rapidly and accurately in using automated office equipment and communications machinery.

Manual Dexterity:

Requires the ability to handle a variety of items including computer keyboards, office equipment, control knobs, switches, etc. Must have minimal levels of eye/hand/foot coordination.

Color Discrimination:

Does not require the ability to differentiate between colors and shades of color.

Interpersonal Temperament:

Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under minimal levels of stress when confronted with an…