Office Technician - 10.5 mos Schools SY 26-27

Pay Grade: A (Non-Exempt Support Staff Salary Placement)


Department: Various


Accountable To: Office Manager


FLSA Status: Non-exempt


Calendar: 227 days

Creation/Revision Date: July 10, 2019

Summary: Under general direction, incumbent(s) handles the registration, attendance, and withdrawal of students and performs data entry into school-related systems and databases. In addition, incumbent(s) communicates with the stakeholders of the district in regards to the office and school programs and procedures. Incumbent(s) performs other various school office-related duties, such as handling substitute services, administering daily medications and prescriptions and provides basic first aid for accidents or illnesses, distributing and filing of district and school handouts and forms.


Essential Functions:

• Performs data entry into Schools Administrative Student Information (SASI) system and other databases, to include enrollment information, student data, parent and/or guardian information, emergency contacts, health and immunization records, special education and/or gifted information, and requests for middle school classes.
• Handles registration of students, such as verifying legal documentation, assisting parents and/or guardians with completing required documents, assigning student placement, schedule, bus number and bus stop, completing student attendance card, handling student orientation, and placement testing, creating a cumulative student records (CUM) folder and a permanent record card (PRC), completing student health check, and requesting student records from previous school(s). Distributes student information sheet, class lists, student screening card, and other pertinent student information to appropriate departments and school staff.
• Processes student withdrawals consisting of entering information into SASI, printing withdrawal form, copying signed withdrawal form, copying birth certificate, notifying appropriate staff, sending teachers CUM files and PRCs for completion, running transcripts, sending out records to new school, and printing immunizations, attendance records, CTDS (country, type, and district code and site number) information, and discipline records.
• Handles student attendance comprising of verifying reporting of attendance, inputting daily attendance, issuing tardy slips, monitoring student log sheet, and calling parents about attendance issues. Generates reports such as daily absences, tardy lists, special education census, 20-day verification, quarterly attendance, and other pertinent reports.
• Communicates with District and school staff, parents, students, and other stakeholders in response to school-related inquiries. Handles the school's phone master system by creating and performs outdial messaging. Composes messages and schedules messages to be updated on the school marquee.
• Performs clerical duties in the school office such as scheduling orientations and meetings, taking messages and/or directing inquiries to appropriate staff, opening and sorting mail, and filing records. Composes and distributes letters regarding the opening of school, notification of child's teacher, attendance, open house, notification of records destruction, etc.
• Listens to complete statements in one language, translates to second, and translates responses from second into first language in consecutive interpreting. Provides interpretation between staff and parents in school meetings.
• Administers daily medications and prescriptions and provides basic first aid for accidents or illnesses of students and school staff in accordance with District procedures and under the supervision of the Principal, as directed by the physician, and with the parent's consent. Maintains accurate records of medications given and documenting treatment of accidents and illnesses for students and school staff.
• Handles substitute health service staff and teacher procedures for the school, including calling the SubFinder system, reporting and documenting absences, arranging coverage for unfilled absences, organizing materials for substitutes, ensuring substitute sign in and out during service at the school, and completes verification of early retiree form when necessary.
• Monitors students who are placed on a disciplinary action, on school grounds outside student hours, or on telephone calls. Contacts parents regarding missing students, students missing the bus, or inappropriate behavior on school grounds after student hours.
• Distributes school booklets, handouts, supplies, and forms to appropriate staff, parents, and students. Maintains school office equipment and contacts vendor(s) for repairs. Issues keys to staff and records key distribution. Assists with the check out procedures of school staff, such as collecting completed PRCs, CUM folder, annual attendance report, EOY testing results, keys, grade books, handbooks, verification sheets, purchase orders, and other required materials.
• Assists with the preparation and updates school attendance cards, substitute teacher folders, student registration packets, school section of student handbook, course description booklets, parent orientation and registration packets, school calendar, teacher direction packets, and other school handouts and forms.
• Performs other duties as required.

Required Qualifications:


To be eligible for this position, an applicant must meet the following required qualifications. Verification of these required qualifications is necessary.

• Obtain and maintain a valid Arizona Identity Verified Prints ( IVP ) Fingerprint Clearance Card (AZ IVP FPCC).

Preferred Qualifications:


It is preferred that applicant possesses the following preferred qualifications; however, the following qualifications are not required to be eligible for this position.

• High School diploma or equivalent (G.E.D.) prior to being hired;
• Two years of school office experience;
• Valid CPR certification prior to hire;
• Valid First Aid certification prior to hire;
• Proficiency in English and target language.

Knowledge and Skills Required:


To perform the job successfully, an individual must be able to perform each essential duty satisfactorily. The qualifications for this job description are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


Skills required, but not limited to, for this position include:

• Using computer software related programs;
• Demonstrating office principles and procedures;
• Applying filing procedures and file maintenance;
• Comprehending Business English, math, punctuation, grammar and spelling;
• Understanding principles and procedures in a school setting;
• Coding, classifying, recording, retrieving and verifying routine information;
• Using various types of office equipment, such as a laminator, copy machine, etc.;
• Engaging and encouraging communication skills while interacting with supervisors, staff, students, etc. to exchange information.

Physical Requirements:


The physical requirements 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 regularly required to use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee frequently is required to stand; walk; sit; and stoop, kneel, crouch, or crawl. The employee is occasionally required to climb or balance. The employee must regularly lift and/or move up to 10 pounds and frequently lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

Working Conditions:


The working environment characteristics described here are representative of those an employee encounters while performing 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 occasionally exposed to moving mechanical parts, outside weather conditions, and risk of electrical shock. The noise level in the work environment is usually loud.

Washington Elementary School District is an Equal Employment Opportunity Employer in compliance with Title VI of the Civil Rights Act of 1964, Civil Rights Act Title VII of 1972, Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act (ADA) of 1990. Washington Elementary School District does not discriminate on the basis of race, color, religion, national origin, sex, disability or age in employment or in any of its educational programs or in the provisions of benefits and services to students.