SUBSTITUTE - Clerical​/Administrative

SUBSTITUTE - CLERICAL/ADMINISTRATIVE

BASIC FUNCTION
:

The job of Office Assistant was established for the purpose/s of providing clerical support to assigned personnel; communicating information to staff and the public; maintaining complete and accurate records; and providing information and/or direction as requested. This job reports to Principal or Vice Principal.

REPRESENTATIVE DUTIES:

Administers basic first aid and may distribute prescription medication as needed within established guidelines. Distribution of medication is under the instruction of a physician’s order and within the parameters of California law.

Answers telephone calls for the purpose of screening calls, transferring calls, responding to inquiries and/or taking messages.

Collects in conjunction with the Principal secretary, payments for a variety of events (e.g. fines, fees, field trips, fund raisers, etc.) for the purpose of completing transactions and/or securing funds.

Compiles data from a wide variety of sources (e.g. student information, Power School, calendars, expenditures/budget, etc.) for the purpose of preparing reports, making recommendations; and/or preparing information for assigned administrator.

Completes enrollment and withdrawal activities for the purpose of complying with established requirements.

Coordinates assigned projects and/or program components (e.g. proper distribution of materials to a variety of departments, picture day and its entire process, student assemblies, independent study process, volunteer paperwork, lunch count tallies, attendance awards, fire drills, morning PA announcements, etc.) for the purpose of completing activities and/or delivering services in a timely fashion.

Distributes items within the site (e.g. special delivery and overnight mail/packages, messages, application packets, early dismissal notes, etc.) for the purpose of ensuring receipt to addressee.

Greets individuals entering the building (e.g. visitors, parents, students, vendors, etc.) for the purpose of responding to inquiries; and/or directing individuals to appropriate location in accordance with established building security procedures.

Maintains automated student attendance system for the purpose of ensuring accurate tracking and documentation of student attendance.

Monitors students referred for illness or disciplinary action for the purpose of ensuring student welfare and maintaining a secure office environment.

Obtains attendance records for student entry and exit from campus during school hours (e.g. admission slips, late notices, class release forms, etc.) for the purpose of ensuring accurate reporting of excused absences and truancies.

Performs general clerical functions (e.g. scheduling, copying, faxing, data entry, filing, entering data in Power School, etc.) for the purpose of supporting office operations.

Prepares and maintains manual and electronic documents, files, and records (e.g. parent letters, forms, reports, student passes, class rosters, bus passes, state audits, etc.) for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements.

Presents information on administrative procedures (e.g. program policies, submission procedures, use of office equipment, attendance procedures, etc.) for the purpose of orienting new personnel and/or disseminating information to existing personnel.

Procures and distributes supplies and materials for the purpose of maintaining availability of required items.

Responds to a wide variety of inquiries from internal and external parties (e.g. parents, teachers, vendors, district staff, community agencies, etc.) for the purpose of providing information, facilitating communication among parties and/or providing direction.

Supports classroom teachers and other school personnel for the purpose of providing assistance with their functions and responsibilities.

Troubleshoots equipment malfunctions (e.g. copiers, computers, scanners, fax machines, laminator, phone systems, etc.) for the purpose of performing minor repairs and/or referring to appropriate source for repair services.

Verifies student…