Office Technician - Schools

Job Description

Starting Date: Immediately

Pay Grade: A (Non-Exempt Support Staff Salary Placement)

Accountable To: Office Manager

FLSA Status: Non-exempt

Calendar: 227 days

Creation/Revision Date: July 10, 2019

Summary: Under general direction, the incumbent handles the registration, attendance, and withdrawal of students and performs data entry into school-related systems and databases. The incumbent also communicates with district stakeholders regarding office and school programs and procedures. Additional responsibilities include managing substitute services, administering daily medications and prescriptions, providing basic first aid for accidents or illnesses, and distributing and filing district and school handouts and forms.

Essential Functions:

• Perform data entry into the Schools Administrative Student Information (SASI) system and other databases, including enrollment information, student data, parent/guardian details, emergency contacts, health and immunization records, special education and gifted information, and requests for middle school classes.
• Handle student registration tasks such as verifying legal documentation, assisting parents/guardians with required forms, assigning student placement, schedule, bus number and stop, completing student attendance card, handling orientation and placement testing, creating cumulative student records (CUM) folder and permanent record card (PRC), performing health checks, and requesting records from previous schools. Distribute student information sheets, class lists, screening cards, and other relevant data to appropriate departments and staff.
• Process student withdrawals, including entering information into SASI, printing and copying withdrawal forms, verifying birth certificates, notifying staff, sending CUM files and PRCs for completion, running transcripts, and sending records to new schools. Print immunization, attendance, CTDS, and discipline records.
• Manage student attendance: verify reports, input daily attendance, issue tardy slips, monitor log sheets, and contact parents about attendance issues. Generate reports such as daily absences, tardy lists, special education census, 20‑day verification, quarterly attendance, and other pertinent reports.
• Communicate with district and school staff, parents, and students. Operate the school’s phone master system, create and perform outdial messaging, compose messages, and schedule updates on the school marquee.
• Perform clerical duties: schedule orientations and meetings, take messages and direct inquiries, open and sort mail, file records, and compose/distribute letters regarding school openings, teacher notifications, attendance, open houses, and record destruction.
• Provide consecutive interpretation between staff and parents in school meetings.
• Administer daily medications and prescriptions and provide basic first aid for accidents or illnesses of students and staff per district procedures and under principal supervision. Maintain accurate medication and injury records.
• Handle substitute health service staff and teacher procedures, including calling Sub Finder, documenting absences, arranging coverage, organizing materials, ensuring sign‑in/out, and completing early retiree verification when necessary.
• Monitor students placed on disciplinary action, outside school hours, or during telephone calls; contact parents about missing students, bus issues, or inappropriate behavior after hours.
• Distribute school booklets, handouts, supplies, and forms to staff, parents, and students. Maintain office equipment and coordinate repairs. Issue keys and record key distribution. Assist with staff checkout procedures (PRCs, CUM folders, attendance reports, testing results, keys, grade books, handbooks, verification sheets, purchase orders).
• Assist with preparing and updating school attendance cards, substitute teacher folders, registration packets, student handbook sections, course description booklets, parent orientation packets, school calendars, teacher direction packets, and other handouts and forms.
• Perform other duties as required.

Required Qualifications:

• No required qualification is indicated.

Preferred…