Office Assistant II- Montclair Elementary School

Job Description

OFFICE ASSISTANT II
Purpose:

The Office Assistant II helps ensure the efficiency and organization of school and District departments by performing a wide range of specialized duties to support office operations.
Reports to:
Principal, Assistant Principal, or District Office SupervisorNature & Scope:

The Office Assistant II performs independent work of a regular and recurring nature under general supervision. The nature of the work requires adherence to policies, procedures and regulations. The incumbent interfaces regularly with school and District administrative staff, teachers, non-licensed school staff, colleagues, students and visitors. The work requires routine handling of sensitive materials and a commitment to maintain the highest levels of confidentiality. The work requires a high level of professional decorum, calmness and the ability to act as a role model to young people. This does not have supervisory responsibilities, but does provide guidance and direction to other office staff as well as other District employees.
Essential Job Functions:

1. Conducts oneself in the best interest of students, in accordance with the highest traditions of public education and in support of the District's mission.
2. Completes regularly recurring reports and records, including but not limited to student and staff attendance, behavior, class size, and student enrollment; compiles and verifies data as requested from various sources; performs basic mathematical calculations and tabulations in accordance with established procedures.
3. Assists with the organization of classified and licensed substitutes.
4. Assists families with student enrollment documentation and entry.
5. Assists with student health room needs, including serving as the designated medication and First Aid Provider.
6. Provides general clerical support to school and District staff, including answering and routing phone calls, taking messages, maintaining files and records, producing documentation, and working on projects.
7. Creates and distributes various types of printed documents from both written and oral instructions. These may include forms, reports, correspondence, flyers, lists, schedules and memoranda.
8. Orders and prepares school or departmental materials and supplies, including processing purchase orders and ensuring proper approvals, coding and records.
9. Collects various building funds, ensuring proper recording and preparing of deposits.
10. Greets office visitors, including responding to requests for information and assistance and referring visitors to appropriate departments or individuals when necessary.
11. Assists students by answering questions, providing proper examples, and offering general guidance.
12. Receives, sorts and distributes incoming mail.
13. Receives and routes incoming phone calls.
14. Maintains, inputs, and updates various types of files, logs and records, both digitally and manually; responds to requests for information from such records as directed.
15. Schedules appointments for assigned staff and maintains calendars.
16. Assists in organizing meetings and workshops, including reserving meeting sites, arranging for refreshments, preparing agendas, taking and distributing minutes, issuing required notifications and maintaining pertinent records.
17. Supports the management of school or department webpages.
18. Provides assistance to other office staff as needed.
19. Operates a variety of standard office equipment, including a computer, copier, fax machine and calculator.
20. Prepares staff fingerprint cards and forms for submission and processing. Notarizes fingerprint forms. Ensures staff complete the process.
21. Remains proficient in the District's student information system, including attending training courses as needed.
22. Maintains effective working relationships with other members of the Department as well as other school personnel and community members, including those from diverse cultures or backgrounds or those who speak limited or no English.
23. Complies with all procedures outlined in the Code of Professional Conduct and Annual Notices for Education Practitioners, Teachers, Support Staff, Administrators, Substitutes Handbook and all other Beaverton School District Policies and Procedures.

The statements contained above reflect general details as necessary to describe the principal functions of this job but should not be considered an all-inclusive listing of work requirements. Individuals may at times perform other duties as assigned which could include work in other functional areas to cover absences or relief, to equalize peak work periods or otherwise to balance the workload.
Required Qualifications:

1. Must possess a High School diploma or GED.
2. Must possess one year of office or secretarial experience.
3. Must possess or be able to obtain and maintain a valid First Aid and CPR card.
4. Must possess excellent oral and written communication skills.

Working Conditions:

The Office Assistant II works primarily indoors in an office environment. The work environment is often controlled and quiet, but will also frequently include moderate to loud noise. The work environment may include exposure to unpleasant interior temperatures, dirt, and communicable diseases as well as sick, injured or agitated students, and distraught or difficult individuals. The work requires regular focus on a computer screen and precise control of fingers and hand movements. The incumbent must be able to sit, stand, and walk for long periods of time. Bending, stooping, kneeling and lifting up to 20 pounds and may also be required on occasion. Occasional attendance at meetings or other activities outside of normal working hours may be required.
Work Year: 10 month, 10 month+, 11 month
Bargaining Unit: OSEA
FLSA Status:Non-Exempt
Date Approved: February 14, 2019
Date Revised: December 17, 2018

The Beaverton School District recognizes the diversity and worth of all individuals and groups. It is the policy of the Beaverton School District that there will be no discrimination or harassment of individuals or groups based on race, color, religion, gender, sexual orientation, gender identity, gender expression, national origin, marital status, age, veterans status, genetic information or disability in any educational programs, activities or employment.
Benefits

We invite you to visit Beaverton's Benefits Website to learn more about our outstanding benefits package , which include:

• Paid Time Off: Paid vacation days. Paid sick leave. Emergency and personal business leave.
• Health and Welfare: Comprehensive medical, dental, and vision benefits.
• Work/Life and Wellness: Assistance Program and wellness programs related to stress management, nutrition, meditation, and more.
• Retirement: PERS Retirement System. 403(b) and 457(b) options.
• Life Insurance.
• Tuition Reimbursement: up to 12 quarter hour credits per cycle for an advanced degree, certification, courses, workshops, or conferences.
• Professional Development: Time for attendance job-related professional development.
• Mentor Programs: Experienced mentors for new administrators.
• Bilingual Proficiency & Other Stipends: for employees proficient in Spanish. Phone & mileage stipends.

Rules and considerations vary depending on the employee's contract.

Preferred Qualifications

Prior experience working in a busy office setting and experience working with children. Synergy system experience. Ability to work as a team with administrator and other office assistant. Ability to multi-task. Positive demeanor and ability to work with staff, students and families in a culturally responsive and respectful way. Ability to meet deadlines.