Office Assistant - Part Time

Office Assistant

Part time office assistant- Willowville Elementary. Contribute to effective school/ community relations by prompt and courteous handling of all inquiries and to provide support for a variety of office and health clinic operations as assigned. Maintain the utmost respect for the confidential nature of matters coming through the office.

Job Description

Assure the smooth and efficient operation of the school office by handling a wide variety of tasks with limited supervision. Contribute to effective school/ community relations by prompt and courteous handling of all inquiries and to provide support for a variety of office and health clinic operations as assigned. Maintain the utmost respect for the confidential nature of matters coming through the office.

Essential duties and responsibilities include the following. Other duties may be assigned.

Office Assistance

• Maintains a business-like yet warm and inviting office environment
• Disseminates information to students, parents and teachers
• Answering office telephone and responding appropriately to requests for information
• Handles incoming and outgoing US mail as well as inter-school mail
• Supply ordering and check-in as needed
• Maintains and ensures current and accurate student information as required in the databases and/or SIS
• Maintains vital information (background/ fingerprints) on building volunteers
• Facilitates and champions volunteerism within the school
• Support technology devices (Chromebooks, etc.) check-in/check-out when needed
• Performs "other" duties as assigned by administration as needed

Attendance Assistance

• Attend district-provided student attendance training
• Review daily attendance communications from parents/guardians and record attendance in the Student Information System (SIS)
• Maintain office log of late arrivals and early dismissals (including students leaving and returning during the course of the day) and record in the Student Information System (SIS)
• Assist as a member of building-level attendance intervention teams, including support for attendance letters and recording of team activities in the Student Information System (SIS)

Health Clinic Assistance

• Attend district-provided training for health clinic staff, including health clinic procedures and more-specifically, medication management, diabetes support, emergency response, and any unique chronic medical conditions that a student may present,
• Recognizes situations that would benefit from the knowledge /skill of the district supervising nurse/building nurse or that is beyond the training of the assistant and refers to those situations in a timely fashion.
• Support for student hygiene needs outside of the health clinic
• Relieve health aides for daily lunch breaks and work in a regular rotation within the clinic in order to be proficient in necessary skills.
• Serve as the health aide substitute for the assigned building
• Serve as a liaison between the health clinic and school office staff to maintain a collaborative work environment
• Maintains up to date knowledge of technology utilized by the district.
• Submit student incident reports to appropriate district administration within a timely manner.
• Observes students for injury following safe holds and documents appropriately.

Communication and Engagement Support

• Attend district-provided communication and engagement training
• Support district and school communication efforts
• Maintaining current and accurate information on district website and WolfPack Hub, including (but not limited to): School building details School building event calendar Staff directory
• Posting and/or sending school updates and messages through the WolfPack Hub or other communication tools/services
• Serving as social media champion for building
• Providing photos and/or videos for school and district communication as needed
• Updating and maintaining both physical and digital signage
• Maintains up to date skill-set and knowledge of communication services, platforms, and other technology resources utilized by the district

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below 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.

Education

Minimum of a high school diploma. Post-secondary training or additional secretarial/clinic experience preferred. Working knowledge of basic office procedures and the operation of office equipment and machines is required. Experience with personal computers is required.

Language Skills

Ability to communicate effectively with students, parents, colleagues and administration. Ability to read and interpret documents such as safety rules and procedural manuals. Ability to write routine reports and correspondence. Ability to respond to common inquiries or complaints from students, parents, agencies, teachers or members of the school community.

Other Skills and Abilities

Demonstrate ability to operate a personal computer and related software (Word, Excel, Google). Ability to develop an effective working relationship with staff and the school community. Ability to communicate clearly and concisely, both orally and in writing. Maintain confidentiality of information and records. Ability to perform duties with awareness of all district requirements and Board of Education policies. Ability to have working knowledge of basic office procedures, operation of office equipment and machines.

Physical Demands

The physical demands 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 stand, walk, use hands to finger, reach with hands and arms, handle or feel and talk or hear. The employee frequently is required to stoop, kneel, crouch or crawl. The employee is occasionally required to sit and climb or balance. The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move more than 50 pounds.

Work Environment

The work 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. The noise level in the work environment is usually moderate.

The information contained in this job description is for compliance with the American with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.