Office Assistant II - Expeditionary Learning (ELMS)

ABOUT OUR DISTRICT

The Syracuse City School District is undergoing a new phase of innovation and transformation with the goal of ensuring that all students graduate high school with the skills needed to be ready for college and career. For Syracuse, all means all - including students who fall behind or have been considered "hard to serve" for a host of reasons. The School Board and Syracuse community have charged the Superintendent with improving student achievement, and he is seeking a dedicated and diverse team of school leaders and teachers to partner with him in moving the district toward its goals. The Syracuse City School District represents 34 schools and 4 alternative education programs, serving 19,000+ students Pre-K-12 of whom 77% qualify for free or reduced-price lunch, 18% are served by the Office of Special Education and 78% are students of color.

LOCATION: Expeditionary Learning (ELMS)

DISTINGUISHING FEATURES OF THE CLASS

The work involves responsibility for independently performing complex clerical operations and administrative support tasks for an administrative officer or program manager. Incumbents spend a substantial amount of time operating a personal computer and the rest of the time on routine administrative tasks to ensure the efficient workflow of the office. Incumbents work under general supervision, receiving detailed instructions only where policies have not yet been determined. This class differs from that of Office Assistant I by the increased time spent on using computer programs to accomplish tasks and operating as the lead clerical support in an office. The incumbent does related work as required.

TYPICAL WORK ACTIVITIES

• Enter and retrieve information using software on a computer.
• Using a computer for various applications, such as word processing to produce printed material such as letters, memoranda, and forms.
• Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
• Greet visitors or callers and handle their inquiries or direct them to the appropriate persons according to their needs.
• Create, maintain, and enter information into databases.
• Operate office equipment, such as fax machines, copiers, or phone systems and arrange for repairs when equipment malfunctions.
• Set up and manage paper or electronic filing systems, recording information, updating paperwork, or maintaining documents, such as attendance records, correspondence, or other material.
• Operate electronic mail systems and coordinate the flow of information, internally or with other organizations.
• Schedule and confirm appointments for clients, customers, or supervisors.
• Maintain scheduling and event calendars.
• Compose, type, and distribute meeting notes, routine correspondence, or reports, such as presentations or expense, statistical, or monthly reports.
• Complete forms in accordance with company procedures.
• Open, read, route, and distribute incoming mail or other materials and answer routine letters.
• Review work done by others to check for correct spelling and grammar, ensure that company format policies are followed, and recommend revisions.
• Make copies of correspondence or other printed material.
• Train and assist staff with computer usage.
• Order and dispense supplies.
• Prepare conference or event materials, such as flyers or invitations.
• Perform timekeeping functions and provide information to assist in the processing of payroll.
• Collect and deposit money into accounts, disburse funds from cash accounts to pay bills or invoices, keep records of collections and disbursements, and ensure accounts are balanced.
• Establish work procedures or schedules and keep track of the daily work of clerical staff.
• Arrange conference, meeting, or travel reservations for office personnel.
• Supervise other clerical staff and provide training and orientation to new staff.
• Coordinate conferences, meetings, or special events, such as luncheons or graduation ceremonies.

 FULL PERFORMANCE KNOWLEDGE SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS

• Good knowledge of general office terminology, procedures, and equipment and clerical techniques.
• Good knowledge of administrative and office procedures and systems such as word processing, managing files and records, designing forms, and workplace terminology.
• Good knowledge of proper grammatical usage, punctuation, and spelling.
• Good knowledge of the principles and practices for providing customer service.
• Skill in using email, word processing and spreadsheet software.
• Ability to communicate effectively both orally and in writing.