Principal Office Assistant II Job Description - Dean's Office

Position Purpose

The purpose of this position is to perform complex office duties under general direction of a head clerk or an administrative employee. Work requires initiative and independent judgment in the application of prescribed policies, procedures, and methods. Performs all other related work as required.

Essential Functions

The essential functions or duties listed below and on attachments are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

• Provides customer service by answering questions both in person or by telephone; provides information relative to departmental procedures; refers individuals to appropriate source as required
• Performs all general clerical duties including, but not limited to, word processing, making copies, filing, data entry, answering the telephone, opening and delivering mail, etc.
• Maintains records and files. Drafts correspondence. Schedules and maintains appointments.
• Maintains department related data, gathers information and insures the timely preparation and coordination of a variety of reports.
• Prepare all necessary administrative documents to ensure the timely and accurate processing of the Department's business functions including, but not limited to requisitions, receiving invoices, budget transfers, supporting documentation, etc.
• Maintain internal control system for monitoring, ordering and distributing materials and office supplies.
• Tracks the department budget.
• Performs similar or related work as required.

Supervision: Complexity: Performs varied and responsible functions requiring a thorough knowledge of departmental operations and the exercise of judgment and initiative, particularly in situations not clearly defined by precedent or established procedures.

Independent Action: Works under general supervision, following department rules, regulations and policies, requiring the ability to plan and perform operations, and to complete assigned tasks according to a prescribed time schedule. Refers all questionable cases to supervisor.

Supervisory Responsibility: May supervise up to 3 other clerical staff or students doing similar work. Assigns tasks and monitors progress but does not participate in hiring, firing or disciplining staff.

Work Environment:

• Work is performed in an office environment. Majority of work is performed in a moderately noisy work environment, with frequent interruptions.
• Operates computer, printer, telephone, copier, facsimile machine and all other standard office equipment.
• Makes frequent contact with school department staff. May have contact with the public, students, parents, vendors, and outside agencies and organizations.
• Employee may have access to departmental confidential information.
• Errors could result in delay or loss of service.

Recommended Minimum Qualifications: Education, Training and Experience: High school education and two to three years of clerical experience or any equivalent combination of education, training, and experience.

Knowledge, Ability and Skill: Knowledge: Thorough knowledge of office procedures, practices and terminology. Thorough knowledge of departmental operations. Knowledge of the operation of computer software applications.

Ability: Ability to communicate effectively and tactfully with staff, students and the public. Ability to compose correspondence. Ability to prioritize and complete multiple tasks at one time with frequent interruptions. Must be able to operate a personal computer and display intermediate skill when using software programs for word processing, database, spreadsheets and other software as required by the position.

Skill: Good customer service skills; strong organizational skills; skill in all of the above listed tools and equipment.

Physical Requirements: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit, communicate, or hear; occasionally required to walk, must be able to handle, or feel objects, tools, or controls; and reach with hands and arms. The employee must occasionally lift and/or move objects weighing up to 15 pounds. Vision and hearing at or correctable to normal ranges. This position requires the ability to operate a keyboard and calculator at efficient speed.

The Public Schools of Brookline is especially interested in qualified candidates who can contribute through their teaching or practice to the diversity and excellence of the PSB community.

The Public Schools of Brookline is an equal opportunity/affirmative action employer. Members of underrepresented groups and all persons committed to diversity and inclusive excellence are strongly encouraged to apply.

Attachment to Principal Office Assistant II Job Description Department/Division: Dean's Office

• Maintains the Registration, Enrollment and Attendance rosters for Brookline High School students through the use of the automated data base. Processes daily attendance of students.
• Maintains various student data such as registration, academic, emergency information, student verification forms, schedules, etc. Takes actual head count from homerooms during the first month of school.
• Serves as an information source for parents, students and teachers on schedules, attendance, and other related concerns.
• Organizes homerooms and provides information to homerooms.
• Manages special events such as proms, dances, junior mentors, freshman open campus, steering committee activities, etc.
• Designs, copies and distributes information regarding different prom packages. Designs and copies contracts to be signed when purchasing prom tickets. Collects checks and cash from sale of prom and after the prom party tickets. Maintains database of prom related information.
• Maintains and follows-up on hold-slip book containing notices sent to seniors informing them of hold-slips for books and materials not returned over a 4-year period.
• Oversees the senior day envelope containing the report card, graduation tickets, guidance survey, copies of uncleared hold-slips and a "clear card" to be stamped when all hold-slips have been cleared.
• Designs, copies and distributes an "update notice" for all seniors informing them of upcoming events over the final days of school.
• Assists as needed with various school mailings.
• Designs, copies and distributes notices to seniors informing them of picture day. Oversees the process for special prom contests.
• Distributes and collects order forms for cap and gown for graduation; distributes and collects name slips for graduation.
• Collects all necessary graduation fees, and fees for outstanding books and other materials. Maintains database of this information and follow up with students to gather missing information.
• Assists with the detention process by making copies of detention slips and notifying teachers regarding when they have detention duty.
• Assigns lockers and handles repair requests.