NATURE OF WORK

 

An employee in this class performs a variety of clerical, and general office assistant duties that involve some scope or consequence in support of an office operation, program or work unit.  Work involves typing and processing correspondence, reports, statements, manuscripts, forms and other materials. This requires a working knowledge of computers, Microsoft Office, and Google Suite as well as the application of judgment based on general knowledge of the operations of the office or organization to which assigned.  Employee is responsible for screening and routing materials according to content of communications and resolving questions and problems using established procedures, referring unusual situations to others for guidance.

 

DUTIES AND RESPONSIBILITIES

Responsibilities include but are not limited to the following:

• Responsible for all record-keeping of student cumulative files. This includes collecting required documents for new student enrollments, filing various documents for cumulative records, and purging documents based on retention cycles and state requirements.
• Answers incoming telephone calls and routes them to the proper person or department; answers questions regarding routine matters; performs routine clerical duties.
• Responsible for writing receipts and depositing any funds that arrive for the Student Services department.
• Performs simple calculations according to established methods.
• Completes forms, permits, notices, or form letters with designated or routine information.
• Processes incoming high school transcripts and student record requests  in a timely manner, enters transcript data into school databases, uploads the transcripts to the electronic student database, and files paper copies when needed. 
• Supports Student Services staff with a variety of projects from start to finish.
• Operates copying machines, computers, and other office equipment.
• May assist the public at a counter, giving information and answering questions regarding school programs.
• Must have a general comfort level with various technology platforms.  Experience with Google Suite and Microsoft products is a plus.  
• Prepare and compose internal and external correspondence with appropriate follow-up 
• Communicate with various internal departments to coordinate projects and/or activities and work closely with external parties in administrative matters. 
• Excellent interpersonal skills to maintain positive, customer-oriented relations and rapport, including appropriate telephone etiquette and decorum 
• Maintain strict confidentiality regarding student files, questions and concerns that arise from parents or staff about schools  
• Familiarity with Google Applications and Microsoft applications (Word, Excel, Outlook, PowerPoint) desired. Familiarity with preparing reports from spreadsheets and databases desired.
• Performs other related work as required.

 

MINIMUM TRAINING

 

Graduation from high school with 1 – 2 years of clerical or office support experience; or an equivalent combination of experience and training.

 

ESSENTIAL JOB FUNCTIONS

 

Must be able to use a variety of automated office equipment such as computers, copiers, calculators, etc.  Must be able to exert a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects.

 

Requires ability to speak and/or signal people to convey or exchange information.

 

Requires the ability to read a variety of correspondence, reports, handbooks, forms, lists, etc.

 

Requires the ability to apply rational systems to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.

 

Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions.  Must be able to communicate effectively and efficiently in standard English.

 

Requires the ability to handle a variety of office machines, etc.

 

 

KNOWLEDGE, SKILLS AND ABILITIES

 

General knowledge of the operations of the school.

 

General knowledge and ability to use correct grammar, spelling and punctuation.

 

General knowledge of modern office practices.

 

General knowledge of elementary arithmetic.

 

General knowledge of common word processing, spreadsheet and file maintenance programs.

 

General knowledge of the principles of organization and administration.

 

Ability to transcribe information and to prepare standardized forms, letters, and reports from the information.

 

Ability to operate common office machines.

 

Ability to process documents such as purchase orders, invoices, etc.

 

Ability to sort and distribute documents.

 

Ability to maintain complete and accurate records and to develop standard reports from those records.

 

Ability to respond to questions based on considerable knowledge of the school.

 

Ability to understand and follow oral and written instructions.

 

Ability to type accurately at a moderate rate of speed.