Senior Office Assistant

SOUTH SAN FRANCISCO UNIFIED SCHOOL DISTRICT CLASS TITLE: SENIOR OFFICE ASSISTANT BASIC FUNCTION:

Under the direction of an assigned supervisor, perform complex and varied clerical support duties requiring an understanding of a process or functional area at an assigned District office or school site; greet and assist visitors; assist in assuring smooth and efficient office operations. DISTINGUISHING CHARACTERISTICS: The Senior Office Assistant classification provides complex and varied clerical support to an office with District-wide operations and programs, requiring an understanding of a process or functional area.

At the high schools, incumbents typically serve as a receptionist, provide clerical support to the counseling office or maintain and account for student testing records. The Senior Office Assistant classification provides general and varied clerical support to an assigned school office. Incumbents are typically assigned a broad combination of responsibilities such as attendance and enrollment and work under immediate supervision.

REPRESENTATIVE DUTIES: ESSENTIAL DUTIES: Perform complex and varied clerical support duties requiring an understanding of a process or functional area at an assigned District office or school site; assist in assuring smooth and efficient office operations.

Serve as receptionist and answer telephones; take and relay messages as appropriate; direct calls to appropriate personnel; respond to inquiries; receive, greet and assist visitors; maintain sign-in sheets. Communicate with other departments, District staff and outside organizations regarding office operations, activities, policies and procedures and student information. Develop and maintain schedules, rosters and event calendars; arrange for transportation and staffing of events and field trips as necessary; maintain and account for school site keys; request keys as necessary.

Assist students and parents in correct procedures for completion of forms and applications; review completed forms for accuracy and completeness; process testing forms, suspensions and related materials. Compose routine correspondence independently or from oral instructions; type letters, reports, memoranda, legal documents, records, requisitions and other materials from straight copy, rough drafts or oral instructions; proofread and verify accuracy and completeness of documents. Collect and compile information, documents and data from files and records to be included in reports and files; prepare graphic presentations and charts as assigned.

Compile and maintain a variety of records, files and reports according to established procedures and time lines such as student proficiency test records; input student data into assigned student information system; prepare reports as directed. Receive, sort and distribute incoming mail; assist in the preparation and dissemination of materials and information to the public and staff regarding various events and programs. Collect various monies and fees for assigned office; prepare bank deposits as directed; maintain related records.

Greet and assist substitute teachers and classified staff by providing keys, materials and pertinent information; maintain accurate attendance records for classified and certificated employees as assigned. Operate a variety of office equipment including a copier, fax machine, calculator, typewriter and a computer; arrange for repairs of equipment as directed. Interpret oral conversations and translate written materials into a designated second language as assigned by the position.

OTHER DUTIES: Train and provide work direction to employees and student assistants as assigned. Administer routine first aid to students and staff as assigned by the position; dispense medication according to physician instructions and District policy; notify parents of ill or injured students as needed.

Estimate and order graduation materials such as diplomas, caps and gowns and other related items. Attend a variety of in-service trainings, meetings and school functions as assigned. Perform related duties as assigned.

KNOWLEDGE AND ABILITIES: KNOWLEDGE OF: Modern office practices, procedures and equipment.

Operation of a computer and assigned software. Record-keeping and filing techniques. Telephone techniques and etiquette.

Basic report preparation techniques. Correct English usage, grammar, spelling, punctuation and vocabulary. Interpersonal skills using tact, patience and courtesy.

Applicable laws, codes rules and regulations. Oral and written communication skills. District organization, operations, policies and objectives.

Basic math. ABILITY TO: Perform complex and varied clerical support duties.

Communicate effectively with students, parents, staff and administration. Interpret and explain applicable laws, codes, rules, regulations, policies and procedures. Answer telephones and greet the public courteously.

Maintain records and files. Compile, assemble, verify and prepare data for records and reports. Understand and follow oral and written directions.

Establish and maintain cooperative and effective working relationships with others. Meet schedules and time lines. Type or input data at 40 words per minute from clear copy.

Determine appropriate action within clearly defined guidelines. Compose correspondence and written materials independently. Receive, sort and distribute mail.

Add, subtract, multiply and divide quickly and accurately. Operate a variety of office equipment including a computer and assigned software. Complete work with many interruptions.

EDUCATION AND EXPERIENCE: Any combination equivalent to: graduation from high school two years of increasingly responsible clerical experience involving frequent contact with the public. LICENSES AND OTHER REQUIREMENTS:

Some positions in this classification may be required to speak, read or write in a designated second language. WORKING CONDITIONS: ENVIRONMENT: Office environment.

Constant interruptions. PHYSICAL DEMANDS: Dexterity of hands and fingers to operate a computer keyboard.

Hearing and speaking to exchange information in person and on the telephone. Sitting or standing for extended periods of time. Seeing to read a variety of materials. Bending at the waist, kneeling or crouching to file materials.

Requirements / Qualifications

Requirements / Qualifications