Office Assistant III/Student Services

Office Assistant

Under the direction of the Assistant Superintendent of Educational Services or Director of Educational Services. The office assistant is responsible for ensuring the district remains in compliance with State and Federal requirements and supports the district with reports, data analysis, assessments that meet these requirements.

Basic Function:

Under the direction of the Assistant Superintendent-Educational Services, perform specialized and complex clerical support duties involving independent judgment and action within an assigned office and requiring in-depth knowledge of an organization-wide function or program; perform duties related to data collection and implementing and tracking district testing; provide general clerical support to the office; assist in assuring smooth and efficient office operations.

Responsible To and Evaluated By: Assistant Superintendent of Educational Services

Examples of Essential Duties:

• Perform specialized and complex clerical duties involving independent judgment and action within an assigned office and requiring in-depth knowledge of an organization-wide function or program; assist in assuring smooth and efficient office operations.
• Research and compile a variety of information; compute statistical information for various federal, State and local reports; prepare and maintain a variety of records and reports related to assigned programs and activities.
• Review and verify accuracy and completeness of various documents and database records; investigate and correct database errors on student records; establish and maintain filing systems; process and evaluate various forms and applications as needed.
• Perform duties to assure the proper administration and reporting of district-wide testing programs; collect and report District, State and Federal data in a timely and effective manner; assist in implementing State and Federal requirements for parent notification.
• Prepare and maintain records and reports related to test assessments, programs, data and calendars; prepare a variety of graphs, charts and tables related to testing and student data; assist with the preparation of Board and superintendent reports as requested.
• Input data into an assigned computer system; generate computerized lists and reports as requested; review input and output data for accuracy; create queries and generate a variety of computerized lists and reports; assure timely distribution and receipt of a variety of records and reports.
• Receive, open, sort, screen and distribute incoming mail; prepare letters and mail information to parents regarding assessment reports; assist in the preparation and dissemination of materials and information to the public and staff regarding various programs.
• Greet and assist visitors; initiate and receive telephone calls; screen and route calls; take and relay messages; explain office or program policies and procedures; provide technical information and interpretation concerning policies and procedures of assigned program or office.
• Communicate with personnel and outside vendors to exchange information and resolve issues or concerns; contact vendors to obtaining pricing information and follow-up on purchase orders.
• Compose correspondence; type letters, lists, memoranda, bulletins, reports, requisitions, flyers, forms or other materials from detailed or rough copy; proofread completed typing assignments; assist in the preparation of tracking forms, brochures, special programs and other projects as assigned.
• Perform a variety of clerical duties in support of office activities such as preparing, typing, copying and filing materials; prepare and maintain logs, charts and records.
• Operate a variety of office equipment including a calculator, copier, printer, fax machine, folding machine, postage machine, a computer and assigned software.
• Comply with mandated reporting requirements.

Other Duties:

• Perform related duties as assigned.

Employment Standards

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The knowledge and skill requirements are representative of essential duties. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the position. All individuals must pass a pre-employment physical examination and pass fingerprint screening.

Education and Experience:

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Education: Equivalent to high school graduation.

Experience: Three years of increasingly responsible experience in office and or/secretarial experience; experience in a school district is desirable.

Knowledge of:

Modern office practices, procedures and equipment.

Policies and objectives of assigned programs and activities.

District organization, operations, regulations, policies and objectives related to position.

Applicable sections of State Education code and other applicable laws.

Operation of a computer and assigned software.

Database, spreadsheets and word processing software programs.

Record-keeping and report preparation techniques.

Telephone techniques and etiquette.

Correct English usage, grammar, spelling, punctuation and vocabulary.

Business letter and report writing, editing and proofreading.

Methods of collecting and organizing data and information.

Oral and written communication skills.

Interpersonal skills using tact, patience and courtesy.

Basic mathematical calculations.

Mandated reporting requirements.

Ability to:

Perform specialized and complex clerical support duties involving independent judgment and action within an assigned office.

Answer telephones and greet the public courteously.

Assist in assuring smooth and efficient office operations.

Interpret, apply and explain applicable laws, codes, rules and regulations.

Maintain records and prepare reports.

Type or input data at an acceptable rate of speed.

Work in different database sources and with multiple vendors.

Operate a variety of office equipment including a computer and assigned software.

Understand and follow oral and written directions.

Establish and maintain cooperative and effective working relationships with others.

Communicate effectively both orally and in writing.

Compose correspondence and written materials independently or from oral instructions.

Complete work with many interruptions.

Meet schedules and timelines.

Add, subtract, multiply and divide quickly and accurately.

Comply with mandated reporting requirements.

Working Conditions:

Environment: Office environment.

Constant interruptions.

Physical Demands:

Dexterity of hands and fingers to operate a computer keyboard and related office equipment.

Hearing and speaking to exchange information in person and on the telephone.

Sitting or standing for extended periods of time.

Seeing to read a variety of materials.

Bending at the waist, kneeling or crouching to file materials.