Purpose

The job of Office Assistant is done for the purpose/s of providing secretarial and clerical support to assigned department of a County Office of Education-wide program; organizing office activities; coordinating flow of communications for the assigned supervisor; and assuring smooth and efficient office operations.

This job reports to the Assigned Administrator/Supervisor. 

Essential Functions

• Answers telephone system for the purpose of screening calls, transferring calls, responding to inquiries and/or taking messages.
• Compiles and verifies data and information from a variety of sources (e.g. invoices, specialized reports, spreadsheets, queries, applications, attendance, etc.) for the purpose of assuring accuracy and completeness in compliance with financial, legal and/or administrative requirements.
• Coordinates a variety of projects, functions and/or program components (e.g. meetings, in-service events, etc.) for the purpose of completing activities and/or delivering services in a timely fashion.
• Greets individuals entering the building (e.g. visitors, parents, students, vendors, etc.) for the purpose of responding to inquiries, and/or directing individuals to appropriate staff in accordance with established building security procedures.
• Inventories, procures and distributes office and departmental supplies, materials and equipment for the purpose of maintaining availability of required items.
• Participates in a variety of meetings, workshops, and/or trainings for the purpose of providing or receiving information, recording minutes, and supporting the needs of the attendees.
• Prepares a variety of documents independently or from rough draft or oral instruction (e.g. correspondence, memoranda, agendas, minutes, event programs, attendance, bulletins, reports, certificates, logs, fliers, labels, lists, notices, requisitions, newsletters, schedules, etc.) for the purpose of communicating information and/or creating documentation in compliance with established guidelines.
• Processes documents and materials (e.g. TrustLine and alternative payment applications, work orders, invoices, requisitions, etc.) for the purpose of disseminating information in compliance with administrative guidelines and/or regulatory requirements.
• Receives a variety of items (e.g. mail, special deliveries, packages, supplies, etc.) for the purpose of distributing materials to appropriate parties.
• Responds to a variety of inquiries from a variety of internal and external parties (e.g. staff, parents, students, public agencies, etc.) for the purpose of providing information related to office programs, services, schedules activities, policies and procedures and/or facilitating communication among parties.
• Schedules a wide variety of activities (e.g. appointments, meetings, conferences, facility usage, etc.) for the purpose of making necessary arrangements for assigned administrator.

Other Functions

• Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.

Job Requirements:  Minimum Qualifications

Skills, Knowledge and Abilities

SKILLS are required to perform multiple tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skill based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment including pertinent software applications; oral and written communication skills; and preparing and maintaining accurate records.

KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; understand written procedures, write routine documents, and speak clearly; and solve practical problems.  Specific knowledge based competencies required to satisfactorily perform the functions of the job include: business telephone etiquette; concepts of grammar and punctuation; and office practices and procedures.

ABILITY is required to schedule activities, meetings, and/or events; gather and/or collate data; and use basic, job-related equipment. Flexibility is required to work with others in a variety of circumstances; work with data utilizing defined and similar processes; and operate equipment using standardized methods. Ability is also required to work with a wide diversity of individuals; work with similar types of data; and utilize job-related equipment. Problem solving is required to identify issues and create action plans. Problem solving with data may require independent interpretation; and problem solving with equipment is limited. Specific ability based competencies required to satisfactorily perform the functions of the job include: communicating with diverse groups; displaying tact and courtesy; maintaining confidentiality; setting priorities; being attentive to detail; establishing and maintaining effective working relationships; working as part of a team; and working with frequent interruptions.

Responsibility

Responsibilities include: working under limited supervision following standardized practices and/or methods; providing information and/or advising others; tracking budget expenditures. Utilization of some resources from other work units is often required to perform the job's functions. There is a continual opportunity to have some impact on the organization’s services.

Working Environment

The usual and customary methods of performing the job's functions require the following physical demands: occasional lifting, carrying, pushing, and/or pulling, some climbing and balancing, some stooping, kneeling, crouching, and/or crawling and significant fine finger dexterity. Generally the job requires 80% sitting, 10% walking, and 10% standing.  This job is performed in a generally clean and healthy environment.

Experience      Job related experience is required.

Education        High school diploma or equivalent.

Equivalency    Any combination equivalent to: graduation form high school and two years of clerical or secretarial experience involving frequent public contact. 

The stated education and experience requirements are the preferred minimum qualifications for this job.   However, relevant experience to substitute for the education requirement and relevant education, certificates and/or licenses to substitute for the experience requirement may be allowed. 

FLSA Status                                                    Approval Date                                              Salary Range

Non Exempt                                                                                                                                   16