Office Technician - 10.5 mos Schools 25-26 SY

Pay Grade: 4120

Position Control: 3952

Department: Various Schools

Accountable To: Office Manager

FLSA Status: NonExempt

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 schoolrelated 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 officerelated 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 20day verification quarterly attendance and other pertinent reports.
• Communicates with District and school staff parents students and other stakeholders in response to schoolrelated inquiries. Handles the schools 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 childs 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 parents 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.

• No required qualification is indicated.

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.

Pay Grade: 4120

Position Control: 3952

Department: Various Schools

Accountable To: Office Manager

FLSA Status: NonExempt

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 schoolrelated 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 officerelated 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 20day verification quarterly attendance and other pertinent reports.
• Communicates with District and school staff parents students and other stakeholders in response to schoolrelated inquiries. Handles the schools 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 childs 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 to include Individual Education Plan (IEP) MultiDisciplinary Conference (MDC) parent/teacher conferences and other conferences that occur between community members and school personnel.
• 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 parents 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.

• No required qualification is indicated.

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. The noise level is usually moderate.

Required Experience:

IC