Office Assistant II - Testing

Office Assistant

Ensure efficient operation of Assessment, LPAC, and Special Education programs and provide clerical services for those programs.

Minimum Qualifications

Education/Certification

• High school diploma or GED equivalent (recognized by the Texas Education Agency or a regional accrediting agency)
• Candidate must have satisfactory outcome of fingerprinting background check. Non-refundable fee (approximately $50) paid by employee.

Knowledge/Skills

• Proficient technology skills including the ability to use PowerPoint, Excel spreadsheets, and word processing
• Knowledge of school organization, operations, and policies
• Effective organizational, communication (verbal and written), and interpersonal skills
• Work collaboratively, as well as independently
• Protect and maintain security of testing materials
• Bilingual Spanish required
• Basic math skills

Experience

Three (3) years of work-related experience, general knowledge of routine office procedures to include customer service, telephone etiquette, efficient, and effective filing and record keeping procedures

Major Responsibilities and Duties

(The following statements describe the general purpose and responsibilities assigned and should not be construed as an exhaustive list of all responsibilities, skills, efforts, or working conditions that may be assigned or skills that may be required.)

Professionalism

The Educators' Code of Ethics is set forth in Texas Administrative Code to provide rules for standard practices and ethical conduct toward students, professional colleagues, school officials, parents, and members of the community.

• Rule 247.1 Purpose and Scope; Definitions
• Rule 247.2 Code of Ethics and Standard Practices for Texas Educators

Data Management

The office assistant assists with fostering analytical and collaborative environment activities such as the following:

• Support Assessment, Language Proficiency Assessment Committee, and Special Education Programs
• Assist in the completing and filing of correspondences, records, reports, and documents.
• Works with the registrar to ensure that data verification is completed as students enter and withdraw from the campus.
• Prepare written correspondence, directives, forms, reports, and documents, as directed.
• Perform general office procedures including typing, filing, mail, duplication of materials, data processing, and editing.
• Prepare and edit correspondence/reports.
• Maintain general office files: save/store required documents per policy and administrative procedures.

Organization Management

The office assistant manages administrative, fiscal, and facilities functions responsibly through activities such as the following:

• Schedule meetings, maintain campus meeting calendar, and assist with preparing documentation.
• Prepares for both administration and scanning of district and campus assessments within the window that is posted on the district testing calendar.
• Ensures that records are placed correctly into student cumulative folders in a timely fashion.
• Prepares student answer documents including printing answer sheets and sorting them into test sites.
• Maintains responsibility for the collections of answer documents for scanning into Eduphoria for all district testing.
• Assists with the distribution, tracking and receipt of parent permission for services; follows up as needed.
• Assists with conducting language screenings of new enrollees.
• Assists in retaining all archived records in a clearly marked system for the campus according to state and district given time requirements.
• Assist in preparing the campus for campus, district, and state testing.
• Assist in data entry for campus, district, and state testing.
• Maintain physical and computerized files.

Communication and Community Relations

The office assistant promotes a positive tone for school or community relations through activities such as the following:

• Attend meetings to record minutes and translate as necessary.
• Receive incoming calls, take reliable messages, and route to appropriate staff.
• Assist students, staff, and parents as needed.

Professional Growth and Development

The office assistant provides leadership in professional growth and development through activities such as the following:

• Attend any specified professional development and meetings.

Qualities of an Effective Office Assistant

The office assistant exhibits qualities such as the following:

• Maintains confidentiality of information.
• Corrects unsafe conditions in work area and report any conditions that are not correctable to supervisor immediately.
• Shall comply with District and Campus policies and regulations, as well as state and federal laws and regulations.
• Shall comply with the standards of conduct set out in Board Policy DH (Legal) and (Local) and with any other policies, regulations, and guidelines that impose duties, requirements, or standards.
• Perform other duties as assigned by the administration.

Supervisory Responsibilities

None

Equipment

• Computer, computer software programs and peripherals, teacher resource materials and equipment, printer, copier, fax, and other equipment applicable to position.

Working Conditions:

Mental Demands/Physical Demands/Environmental Factors

• Work irregular and extended work hours to include holidays and weekends.
• Work with frequent interruptions and maintain emotional control under stress.
• Requires repetitive hand motions.
• Frequent walking, standing, stooping, bending, pulling and pushing, lifting, and carrying (may lift and move textbooks and classroom equipment).
• Uses computer for prolonged period resulting in repetitive hand motions.
• Be able to maintain an environment conducive to testing and testing preparation; moving stacks of test books, test documents media equipment, desks, and other classroom equipment.
• Frequent exposure to: temperature extremes (hot and cold), humidity, extreme noise, low or intense illumination or vibration.
• Occasional exposure to: biological hazards (communicable diseases, bacterial, insects, mold, fungi, etc.).

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.