Office Professional D - Marion Elementary School

Office Professional D - Marion Elementary School

Job includes a variety of clerical and secretarial duties. Performing these duties requires initiative analysis, independent judgment, assuming responsibility and making decisions within established policies. Duties also frequently require the discreet and tactful handling of sensitive and confidential material. Extensive interaction with diverse publics in person and by phone must be handled effectively and efficiently.

Reports To: Building Principal/Department Supervisor

Examples of Work Performed:

• Receives inquiries by telephone and in writing. Determines purpose of inquiries, provides information directly as experience and knowledge of practice permit, or refers to appropriate party.
• Assumes nurse duties when nurse is not available.
• Initiates contacts and transacts business with outside agencies and parties.
• Assists with organizing work load in office, carries out priorities and meets deadlines.
• Composes correspondence/transcribes supervisor's notes, which may involve a specialized vocabulary.
• Prepares and processes forms and correspondence within framework of established policies and procedures, and sometimes involving confidential material.
• Types, prepares, edits, and proofreads in final form a variety of materials for approval by supervisor, printing, and distribution.
• Assists in compiling and adjusting budget. Enters electronic requisition orders and other entries into computer and monitors/tracks budget information on computer.
• Maintains data base, generates and distributes related reports as directed.
• Assists with registration, travel accommodations, and advances for staff. Submits approved authorization and receipts for payment or reimbursement.
• Maintains supervisor's schedule of appointments and makes arrangements for meeting rooms.
• Processes mail.
• Establishes and maintains files. Recognizes sensitive material and information and maintains its confidentiality.
• Informs supervisor about issues and concerns, which he/she needs to know about.
• Assumes leadership role in the training and instruction of new employees in the office.
• Monitors and arranges for maintenance of department equipment, e.g., computers, typewriters, copiers, printers, transcribes, etc.
• Initiates, organizes, manages and maintains data.
• Delegates the monitoring of inventory and ordering of office supplies equipment.
• Operates standard office equipment, e.g., calculator, copy machine, electric typewriter, computer, etc.
• Assumes leadership role in office practice improvement team.
• Performs searches and accesses information on the Internet.
• Performs other related work as assigned.

Essential Functions:

• Regular attendance is required to provide support to the students and professional staff.
• Requires travel to work sites within a building. (Mobility)
• Reviews and interprets printed reports to obtain information necessary for decision-making, planning and management in assigned area(s). (Reading Requirement)
• Prepares and maintains written reports. (Writing Requirement)
• Provides written procedures for plan preparation and implementation. (Writing Requirement)
• Communicates with departmental staff concerning proper procedures necessary for the department efficiency. (Communication Requirements)
• Visually obtains information from computer monitor. (Sight Requirement)

Physical Demands (Strength):

-Exerts 20 to 50 pounds of force occasionally, and/or

-Exerts 10 to 25 pounds of force frequently, and/or

-Exerts greater than negligible up to 10 pounds constantly.

-Ability to sit for extended periods of time.

-Ability to view large volumes of written materials via computer screen and/or records/correspondence/documentation for extended periods of time.

Knowledge, Skills, and Abilities:

• Ability to establish and maintain positive working relationships with other employees and the public.
• Knowledge of current office practices, procedures and equipment.
• Knowledge of business English, spelling and arithmetic.
• Knowledge of the principles of office management.
• Skill in word processing accurately when composing or working from rough draft at a working rate of speed.
• Skill in the application and interpretation of department policies and procedures.
• Ability to understand and follow written and oral directions.
• Ability to check numbers and written material for accuracy.
• Ability to make arithmetic computations and tabulations accurately with reasonable speed.
• Ability to maintain clerical records and to prepare reports from varied statistical and accounting information.
• Ability to carry out secretarial duties independently and handle correspondence without review.
• Ability to perform word processing and data entry tasks with speed and accuracy.
• Ability to prioritize work to meet goals on a timely basis.
• Ability to instruct other clerical staff effectively.
• Ability to develop, layout and implement clerical procedures from general instructions.
• Ability to communicate effectively both orally and in writing.
• Ability to use coding and filing schemes.
• Ability to independently solve problems and make decisions.
• Ability to use district software packages.
• Ability to assume leadership role in data management systems.
• Working knowledge of computer word processing systems, spreadsheet applications, Microsoft office (Word, Excel, Access, and PowerPoint) and the data base systems.

Vocational Preparation: (Experience)

Five years experience, prefer at least one year in a position above entry level.

55 wpm

Education Preparation: (Formal and Informal)

High school diploma or equivalent (years of post secondary education may substitute for one year of clerical experience).

Associates Degree Preferred