School Office Assistant - Horizon Community Middle School

School Office Assistant

Classification Group: Educational Office Professionals - Supervising Position: School Principal or designee

Pay Plan: Educational Support Personnel - Pay Range: Range 07

JOB SUMMARY: Perform a broad range of administrative, clerical, and support tasks at a school location. May provide occasional assistance to the School Principal or Assistant Principal as requested.

ESSENTIAL DUTIES AND RESPONSIBILITIES: The subsequent duties outline the fundamental operations of the position and exemplify the nature of the tasks carried out. They do not encompass a comprehensive inventory of the obligations and responsibilities fulfilled in this role. The approximation of frequencies and time allocation percentages are flexible and subject to the requirements of the organization. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Job Task Descriptions - Frequency - Percentage of Time

• Greet and welcome visitors to the building. Answer and screen telephone calls, take messages, and assist staff, students, parents/guardians, and community members with concerns and questions. May monitor students sent to the office. - Daily - 20%
• Schedule meetings and appointments for staff, supervisor, outside representatives, and students. Prepare agendas, reserves, and facilities, and record and transcribe minutes of meetings. May arrange and coordinate travel schedules and reservations. Maintain and update calendar for department events or special activities. - Daily - 20%
• Draft letters, memorandums, reports, and related materials (e.g. newsletters, announcements, etc.). Compose and type routine correspondence. Provide support to the school location with regular and special projects. - Daily - 15%
• Organize and maintain file system, which may include individual education plans (IEPs), simple databases, personnel records and actions, student records and tests, surveys, legal documents, evaluations, professional growth, insurance, supplemental pay, club budgets, mentor program, workshops, etc. File correspondence and other records, which may include entering and accepting attendance and registrations. - Daily - 15%
• Operate word processing equipment to store, edit, format, print, and revise letters, memorandums, databases, reports, forms, labels, and other printed material. - Daily - 10%
• Read, route, and respond to incoming mail. Locate and attach appropriate files with correspondence to be answered by building administration. Prepare outgoing mail and correspondence, including emails and faxes. - Daily - 5%
• Perform monitoring and bookkeeping of budgets. - Weekly - 5%
• Order and maintain supplies/inventory and arrange for equipment maintenance. May process electronic purchase and warehouse orders and other financial documents. - Weekly - 5%
• Perform other duties as assigned or requested. - Daily - 5%

REPORTING RELATIONSHIPS: This job has no direct supervisory responsibilities.

MINIMUM QUALIFICATIONS: The minimum prerequisites of formal education, professional work experience, certifications, licenses, endorsements, designations, trainings, and other criteria that a candidate must fulfill to be considered for a position. It is essential that certifications, licenses, endorsements, designations, and trainings are fulfilled, valid, and not expired.

• Criminal background check and fingerprinting required
• High School Equivalency (HSE) diploma
• One (1) year of administrative assistant/clerical, human resources, budget, payroll, accounting, banking/loan servicing, or operational school support experience
• Basic knowledge of typical office equipment such as telephones, copiers, fax machines, email, etc.
• Basic knowledge of common computer application software
• Basic knowledge of Microsoft Office
• Intermediate interpersonal relations skills
• Intermediate verbal and written communication skills
• Intermediate organizational skills
• Ability to operate common office equipment
• Ability to work alone and with others
• Ability to write routine reports and correspondence
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and policy books

PHYSICAL REQUIREMENTS AND WORKING CONDITIONS: The physical demands, mental functions, cognitive capacities, and work environment factors required to perform a position's essential functions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Light work strength level (lifting or carrying up to 25 pounds)
• Works both indoors and outdoors
• Typically a moderate noise level
• Work location is subject to change to meet the requirements of the organization
• Frequent standing and walking
• Frequent bending and reaching
• Frequent lifting, pulling, and pushing
• Manual dexterity to operate a computer keyboard
• Repetitive motions
• Speaking and hearing
• Exposure to outdoor weather conditions
• Normal school environment

DESIRED QUALIFICATIONS: Formal education, professional work experience, certifications, licenses, endorsements, designations, trainings, and other qualifications relevant to the position that are strongly preferred but not mandatory for a candidate to be considered.

• Experience working in the public sector
• Experience working directly with people from diverse racial, ethnic, and socioeconomic backgrounds
• Racially conscious and culturally competent with the skill, will, capacity, and knowledge to commit to a culture of continuous improvement

ADDITIONAL COMMENTS: This position is to support the Deans' Office at Horizon Community Middle School.