School Office Specialist #445 - Henderson Elementary School

BENICIA UNIFIED SCHOOL DISTRICT SCHOOL OFFICE SPECIALIST DEFINITION Under general supervision, to perform a variety of responsible student services records preparation and maintenance and school administrative support work of moderate difficulty; to use specialized software and standard office technology at a skilled level; to have a high level of public contact; and to perform related work as required. CLASS CHARACTERISTICS Positions in this class work as a member of a school office team performing specialized student services, record keeping, and varied administrative support work of above average difficulty.

Student services records preparation and maintenance involves responsibility for major functions, such as student attendance records, maintenance of student database, enrollment, withdrawal, and academic records, and maintenance of student body accounting records. Student services assignments require a full working level understanding of the records maintained and the specialized automated database software programs used in the work. EXAMPLES OF DUTIES The tasks listed in this section are representative of duties assigned to positions in this class.

This list is not intended to be an exhaustive list of all of the tasks assigned to positions in the class, and it is not expected that all of the tasks listed are necessarily assigned to all positions in the class. Prepare, process, and maintain specialized student records using automated and manual record keeping techniques; plan and layout work to meet established timelines and standards; check, verify, resolve discrepancies, and prepare for input documents submitted by parents, teachers and students; enter data into computer terminal/microcomputer using specialized databases and other applications software; prepare a variety of lists, labels, and reports based upon records maintained; recommend to supervisors changes in procedures and forms to improve record keeping processes; provide information to and guide staff, parents and students to complete processes properly; specialized student records assignments may include maintenance of student database, maintenance of student attendance records, maintenance of student body accounting records, maintenance of discipline files and records; prepare SARB forms and assemble specific records required to complete the packet; assign Saturday school to students in accordance with school policy; mail Saturday school and suspension notices to parents; issue student parking permits; sell bus passes; prepare independent study contracts and reports. Answer telephones, take messages, and transfer calls; answer a variety of questions which require a good understanding of school operating procedures and policies; greet and direct public and students; take messages for staff and students; present a positive image of the school to parents, students, and guests.

Operate school intercom and walkie-talkie. Enroll new and transferring students; obtain required registration information; provide forms and assist in their completion; assign students to classes; review student records provided by parents and CUM records when received, and report pertinent information to counselors, teachers and administrators; compile, distribute, and monitor sports eligibility. File CUM records.

Call parents to verify absences. Code absences and enter to student database. Keyboard, letters, memos, meeting minutes, letters of recommendation, reports, forms, bulletins, lists, labels, and similar documents, using typewriter, microcomputer and standard office word processing software.

Compose routine correspondence, bulletins, schedules and similar documents. Compile reports and lists from records maintained; organize materials for awards, graduation and other special events; collect returns of forms, surveys and orders and tally, as assigned. Perform a wide range of administrative support duties for site administrators and professional staff; schedule parent conferences and meetings; make travel arrangements and prepare forms for advances and reimbursements.

Operate office equipment such as photocopier, laminator, calculator, and related equipment; create and maintain files, prepare student CUM records for transfer to in-District and out-of-District schools and for archives; copy and mail official transcripts. Collect, tally and prepare for deposit money received from fund raisers and student activities; maintain supply budget records; provide specialized information and forms to students; perform administrative support work for administration and committees; schedule appointments; issue staff parking permits; maintain records of facility use permits and schedule facility use; maintain records of parent volunteers. Administer and score student placement tests.

Monitor students waiting in office for school services or parents; monitor and guide student assistants in the performance of simple clerical work. Attend to ill and injured students; clean and dress minor wounds; administer medication in accordance with District policy and procedure; contact parents to report illness and injury; administer basic first aid; check students for head lice; contact emergency service personnel, nurse and parents in emergencies; record student visits to health office. Prepare orders for warehouse supplies, receive deliveries and verify accuracy of receiving documents.

Receive, sort, and distribute mail; prepare mailings. Collect student lunch count and staff lunches, and contact food services. Perform various school office administrative support work assigned to position in the absence of other staff members.

Participate in District-mandated training and retraining programs. Perform related duties as assigned. LICENSES REQUIRED Possession of a valid First Aid and CPR certificate (some positions) QUALIFICATIONS Knowledge of:

Standard office methods and procedures. Telephone and public relations techniques. Modern office equipment operation.

General mathematics. Automated and manual record keeping practices. Computer terminal/microcomputer operation and standard office software, including word processing and spreadsheets.

Basic first aid (some positions) English usage, grammar, punctuation, and spelling. Ability to: Plan and organize work to meet deadlines.

Sort, classify, and compare information with a high level of accuracy. File materials in alphabetical, numerical and subject order. Speak tactfully and courteously in English with staff and public.

Maintain comprehensive legal and confidential records using automated software. Operate a computer terminal to perform specialized database record processing to generate reports and utilize word processing to produce text at a proficient level. Operate a typewriter style keyboard accurately and efficiently at a level required for job success.

Operate modern office equipment. Learn pertinent procedures and functions quickly and apply them without immediate supervision. Write legibly.

Administer basic first aid and dispense medication in accordance with District, school, and State regulations. (some positions) Understand and carry out oral and written instructions. Work independently with confidential and sensitive records, material and information. Work effectively with a high rate of interruption.

Establish and maintain effective relationships with those contacted in the course of work. EDUCATION AND EXPERIENCE Any combination of training, education and experience which demonstrates possession of the knowledge and abilities stated above, and the ability to perform the duties of the position. A typical qualifying entrance background is graduation from high school or GED equivalent and two years of experience performing varied administrative support work of average difficulty in an automated office environment.

PHYSICAL ABILITIES AND WORKING CONDITIONS OF EMPLOYMENT The Physical Abilities and Other Conditions of Employment listed in this section are representative of, but are not intended to provide an exhaustive list of Physical Abilities and Other Conditions of Employment which may be required of positions in this class. Benicia Unified School District encourages persons with disabilities who are interested in employment in this class and need reasonable accommodation of those disabilities to contact the Personnel Department for further information. Vision: (which may be corrected) to read small print; view a computer screen for prolonged periods.

Hearing: (which may be corrected) to answer telephones and tolerate exposure to noisy conditions. Speech: to be understood in face-to-face communications; to speak with a level of proficiency and volume to be understood over a telephone. Upper Body Mobility: use hands and fingers to feel, grasp, and manipulate small objects; manipulate fingers, twist and bend at wrist and elbow; extend arms to reach outward and upward; use hands and arms to lift objects; turn, raise, and lower head.

Lower Body Mobility: to bend at waist; stoop; twist and turn torso. Strength: to lift, push, pull and/or carry objects which weigh as much as 25 pounds on a frequent basis. Environmental Requirements: encounter constant work interruptions; work cooperatively with others; work independently; work indoors. Mental Requirements: read, write, understand, interpret and apply information at a moderately complex level essential for successful job performance; business math skills at a high school proficiency level; judgement and the ability to process information quickly; learn quickly and follow verbal procedures and standards; give verbal instruction; rank tasks in order of importance; copy, compare, compile and coordinate information and records.

Requirements / Qualifications

Requirements / Qualifications