School Office Associate
Position Purpose
Under the direct supervision of the principal or other administratory, to provide clerical, secretarial and administrative assistance to school administrators at a school site, conveying information regarding school functions and procedures; and supporting the broad array of services provided to students, parents, instructional and support employees. This position is for 10 months of the year and is off on most non-attendance school days.
Essential Functions
- Prepares, copies and distributes notices, memoranda or other correspondence for the purpose of informing school employees regarding activities, events or other work-related matters.
- Assists in planning and scheduling school events and activities, and maintaining calendar of school and students events for the purpose of coordinating and scheduling events such as orientation, open house, field trips, sporting events, assemblies, conferences, etc.
- Assists in maintaining documents, files and records for the purpose of providing up-to-date reference and audit trail for compliance.
- Assists in maintaining inventories of supplies and materials for the purpose of ensuring items' availability.
- Assist visitors to the office, including students, parents, substitutes teachers, and others.
- Answers telephone calls, and provide information and assistance to callers.
- Distribute incoming mail appropriately; sends outgoing mail.
- Evaluates situations for the purpose of taking appropriate action and/or directing to appropriate personnel for resolution.
- Registers new students, making sure forms are completed, obtaining transcripts and other documentation as needed, and entering data into computer system regarding enrollment and student records (e.g., transportation, free and reduced lunch program, attendance, withdrawals).
- Responds to inquiries from students, parents and employees, providing information, facilitating communication among parties and/or providing direction.
Additional Duties
PowerSchool Co-Coordinator (PSC)
- In order to maintain PSC rights, all PSCs must attend the annual August training and the training for the annual rollover. One PSC from each school must attend the mandatory trainings throughout the school year.
- PSCs must complete the 5 hours of Power School Distance Learning modules.
- New PSCs should schedule dates for initial basic training with the PowerSchool Administrator (PSA).
- PSCs do not complete their work year until the school is verified as ready for rollover. PSC contracts should reflect extra duties necessary for rollover, on or about the end of the first full week of June. In schools where the PSC’s work-year ends with the school year, the PSC should work with the PSA to complete the rollover.
- PSCs who violate system integrity, for example, duplicating or deleting critical information such as student records, will be asked to complete a brief refresher course with the PSA so that their PSC rights can be restored promptly.
Equipment
Uses standard office equipment such as personal computer, copy machine, fax machine, telephone.
Travel Requirements
Limited travel to and from meetings may be required.
Physical and Mental Demands, Work Hazards
Works in standard office and school building environments.
- See the Summary of Physical, Sensory and Environmental Requirements Needed to Perform Essential Job Duties for this position.
Qualification Profile
Any combination of education and experience providing the required skill and knowledge for successful performance would be qualifying.
Typical Qualifications Would Be Equivalent To
- Graduation from high school.
- Some Shorthand or speed writing skills desirable.
- Successful experience with office management preferred.
FLSA Status: Non-exempt
