Department Office Assistant - Student Achievement Resource Center

FLSA CLASSIFICATION:  Non-Exempt

COMPENSATION PLAN:  Educational Support Personnel

PAY RANGE: Range 7

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SUPERVISOR: Dependent on assignment

LAST UPDATED:12/18/2023

 

JOB SUMMARY: Perform a broad range of administrative, clerical, and support tasks at a central department.

DUTIES AND RESPONSIBILITIES: The following tasks describe the basic functions of the job and represent the type of work performed. They do not constitute an exhaustive list of the duties and responsibilities performed on the job. The following frequencies and percentage of time spent are approximations only and are subject to flexibility dependent on organizational needs.

• Greet and welcome visitors to the department/building. Answer and screen telephone calls, take messages, and    assist staff, students, parents/guardians, and community members with concerns and questions. [Daily, 20%] 
• Schedule meetings and appointments for staff, supervisor, outside representatives, and other stakeholders. Prepare agendas, reserves, and facilities, and record and transcribe minutes of meetings. May arrange and coordinate travel schedules and reservations. Maintain and update calendar for department events or special activities. [Daily, 20%] 
• Draft letters, memorandums, reports, and related materials (e.g. newsletters, announcements, etc.). Compose and type routine correspondence. Provide support to the department with regular and special projects. [Daily, 15%] 
• Organize and maintain file system, which may include simple databases, personnel records and actions, surveys, legal documents, evaluations, etc. File correspondence and other records, which may include entering data. [Daily, 15%] 
• Operate word processing equipment to store, edit, format, print, and revise letters, memorandums, databases, reports, forms, labels, and other printed material. [Daily, 10%] 
• Read, route, and respond to incoming mail. Locate and attach appropriate files with correspondence to be answered by department/building administration. Prepare outgoing mail and correspondence, including emails and faxes. [Daily, 5%] 
• Perform basic monitoring and bookkeeping of budgets. [Weekly, 5%] 
• Order and maintain supplies/inventory and arrange for equipment maintenance. May process electronic purchase and warehouse orders and other financial documents. [Weekly, 5%] 
• Perform other related duties as assigned or requested. [Daily, 5%]

MINIMUM QUALIFICATIONS: The minimum amounts of formal education, professional work experience, knowledge, skills, and abilities that must be met for a candidate to be considered for a position

• High School Equivalency (HSE) diploma
• ​​One (1) year of professional administrative assistant/clerical, human resources, budget, payroll, accounting, banking/loan servicing, or operational school support experience​ 
• Basic knowledge of typical office equipment such as telephones, copiers, fax machines, email, etc. 
• Basic knowledge of common computer application software 
• Basic knowledge of Microsoft Office 
• Intermediate interpersonal relations skills 
• Intermediate verbal and written communication skills 
• Intermediate organizational skills 
• Ability to operate common office equipment 
• Ability to work alone and with others 
• Ability to write routine reports and correspondence 
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and policy books 
• Criminal background check and fingerprinting required for hire

MINIMUM CERTIFICATIONS AND LICENSES