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 childrens 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 nonroutine 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 higherlevel 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 outgoing 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 noninstructional activities of children.

13. Performs related work as required.

Qualifications

Open Requirements: A High School Diploma G.E.D. or a sixmonth 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 coursework 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 jobrelated 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.