Civil Service - Office Assistant

Job Summary

This is routine clerical work at the entrance level at a school site maintaining records; filing; receiving, sorting, and distributing correspondence, books and other material; typing and data entry, not requiring touch typing; answering the phone; making copies; greeting and routing visitors. Provides for children's personal needs such as attending to those who are sick or hurt; administering medications as prescribed by a physician in accordance with training and authorization; assisting young children with bathroom calls; and associated activities involving children. Requires basic clerical skills and knowledge of office practices and procedures that involve the operation of standard office equipment such as personal computer, copier, fax, and associated equipment that can be learned on the job within several months. Employee will assist students and others with routine problems and will refer non-routine items to a supervisor. Work in this class requires basic courtesy, tact, and diplomacy in dealing with others, and the ability to work cooperatively as part of a team. Work is performed following established routines and procedures. Employees must be able to sit or stand for extended periods of time; use standard office equipment on an ongoing basis; and lifting supplies and materials weighing up to 25 pounds. May be assigned to work in Guidance, Student Services, Curriculum, Media, or the general office. Work is supervised by a higher-level employee who reviews work for conformance with instructions and procedures, and is monitored during progress and upon completion.

Essential Functions

1. Receives, sorts, distributes, and files correspondence, books and other material according to established procedures.


2. Maintains alphabetical, numerical, and subject matter files.


3. Types routine correspondence, memoranda, reports, records, bulletins, orders and other office documents from sources such as rough drafts, notes, and oral instructions.


4. Receives, counts, opens, unpacks, dates, stamps, records, sorts and distributes incoming mail, documents, books, materials and supplies following established procedures.


5. Sorts and stamps out-going correspondence, addresses envelopes and packages, and prepares printed matter and other material for mailing.


6. Receives and refers visitors, takes telephone calls and messages, and provides routine information upon request.


7. Enters information or data to personal computer or computer terminal following established procedures.


8. Prepares routine written reports and fills out forms, as necessary.


9. Operates standard office equipment such as a typewriter, calculator, personal computer, microfilm and microfiche equipment, duplicator and copier.


10. Attends to children who are hurt or sick.


11. Administers medications as prescribed by a physician in accordance with training and authorization.


12. Assists young children with bathroom calls. May monitor non-instructional activities of children.


13. Performs related work as required.

Qualifications

Open Requirements: A High School Diploma, G.E.D., or a six-month combination of post high school education, training and clerical experience. Successful completion of post high school business, communication, computer science, education, mathematics, psychology, sociology, or related course work may substitute for the required six months of experience at the rate of one semester hour for one month of experience.

Promotional Requirements: NA

Licensing: NA

Knowledge, Skills, and Abilities

• Knowledge of general office practices and procedures.
• Skill in handling difficult situations and upset individuals with tact, courtesy, and firmness.
• Ability to operate typewriter, personal computer, and other office machines.
• Ability to read, comprehend and apply job-related written material and make decisions in accordance with applicable school system policies and procedures.
• Ability to perform basic arithmetical calculations (addition, subtraction, multiplication and division of whole numbers, fractions and decimals).
• Ability to compute percentages.
• Ability to proofread and to match names and numbers.
• Ability to file by alphabetical, numerical, and subject filing methods.
• Ability to communicate effectively, orally and in writing.
• Ability to establish and maintain satisfactory working relationships with other employees, children, and the general public.
• Ability to write legibly.
• Ability to honor confidential information.