Clerical Substitute Pool Grossmont Union High School District - HP

Office Assistant

The job of Office Assistant is done for the purpose of supporting assigned school site administrators by providing general clerical support, information and/or direction and responding to inquiries from parents, students and staff. Incumbents in this classification provide students, staff and the public with information through the performance of a wide variety of clerical services which directly supports learning.

This job reports to Assigned Administrator

Essential Functions:

• Answers multiline telephone systems for the purpose of screening calls, transferring calls, responding to inquiries and/or taking messages.
• Collects fees as assigned for the purpose of ensuring the accuracy and timely completion of transactions.
• Compiles data from a variety of sources (e.g. graduation lists, budget data, inventories, transcripts, statistical information, etc.) for the purpose of complying with financial, legal and/or administrative requirements.
• Coordinates a variety of activities (e.g. facility use, appointments, master calendar, sports calendar, field trips, college tours, special events/activities, duplicating services, STG and work experience events, registrations, registration materials, etc.) for the purpose of disseminating information to appropriate parties.
• Evaluates situations and inquiries involving other staff, students, parents, the public, police, probation department, etc. for the purpose of providing information and/or directing to appropriate personnel for resolution.
• Greets public, parents, students, vendors, etc. as may be required for the purpose of ensuring sign in, issuing visitors badges, responding to their inquiries and/or directing them to appropriate personnel.
• Maintains a variety of files, documents and student records (e.g. daily attendance information, monthly attendance reports, lunch program applications, job costing, postage use, equipment repair logs, inventories, requisitions, calendars, sign in sheets, disciplinary information, absence log, etc.) for the purpose of documenting and/or providing reliable information.
• Maintains and monitors textbook inventory as assigned (e.g. orders, stores, issues supplies and materials, etc.) for the purpose of documenting and/or providing reliable information.
• Maintains inventory of office supplies (e.g. ordering, stocking, distributing, etc.) for the purpose of ensuring the availability of items as needed.
• Maintains work area, equipment and/or supplies for the purpose of ensuring availability of materials as needed and promoting a safe and efficient work environment.
• Obtains quotations from vendors as assigned for the purpose of ensuring cost effective purchases are made for District staff.
• Oversees student workers as assigned for the purpose of providing guidance and training with their work function and/or ensuring safety practices are followed.
• Performs record keeping and clerical functions (e.g. copying, faxing, updating databases, generating reports, preparing mailings, filing, etc.) for the purpose of supporting assigned administrator and/or site personnel.
• Prepares written materials (e.g. forms, reports, memos, letters, work orders, bulletins, class schedules, billings, quotes, budgets, requisitions, inventories, lists, diplomas, certificates, etc.) for the purpose of documenting activities, providing written reference and/or conveying information.
• Processes documents and materials (e.g. work permits, letters, memoranda, reports, school bulletins, handbooks, questionnaires, requisitions, contracts, purchase orders, testing materials, mail, fees, fines, homework requests, enrollments, receipts, lunch program applications, work orders, registrations, grades, duplicated materials, etc.) for the purpose of ensuring accuracy and conformance to established procedures prior to disseminating information to appropriate parties.
• Reconciles account balances as assigned (e.g. revolving fund, ASB, scholarship account, vending machines, etc.) for the purpose of maintaining accurate balances and complying with accounting practices.
• Responds to inquiries of students, staff, other educational institutions, correctional institutions and/or the public for the purpose of providing information and/or direction as requested.
• Supports assigned administrative personnel for the purpose of assisting them in the completion of their administrative functions.

Other Functions:

• Assists other personnel as may be required for the purpose of ensuring an efficient and effective work environment.
• Conducts inventories as assigned for the purpose of verifying materials and equipment and/or identifying losses.

Job Requirements:

Minimum Qualifications

Skills, Knowledge and Abilities:

Skills are required to perform multiple, non-technical tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skills required to satisfactorily perform the functions of the job include: administering first aid; operating standard office equipment including utilizing…