Office Assistant Job at Chicopee Public School District in Chicopee

TITLE: OFFICE ASSISTANT

TYPE: Non-Union, Cycle II

SALARY:Per Terms of Employment for Non-Union Personnel, Cycle II

WORK SCHEDULE: Monday - Friday, Seven (7) hours/day, School Year 180 days/year, may work up to ten (10) additional days at the Principal/Director's discretion

REPORTS TO: Principal/Director, School Clerk

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Act as a receptionist, greeting visitors, answering telephone calls in a pleasant and efficient manner, and communicating effectively in routine, sensitive, and confidential matters.
• Sign-in visitors and question visitors to maintain school security.
• Sign in tardy students and issue tardy slips; sign out early dismissal students and request identification of parent/guardian when dismissing students.
• Distribute mail.
• Maintain efficient and well organized electronic and paper data collection and filing systems.
• Process student registrations and withdrawals.
• Make announcements and operate the school intercom systems.
• Type, reproduce and distribute notices to staff, students and parents.
• Order and maintain office supplies.
• Protect confidentiality of records and information about students and staff.
• Serve as a role model for students and staff in demonstrating positive attitudes, appropriate attire and grooming.
• Perform other duties and responsibilities as assigned by the Principal or designee, or other administrative staff.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED

• Proficient secretarial skills, including at least 75 words per minute at the keyboard with a minimum of errors, general bookkeeping skills, organizational and filing skills, and the ability to use electronic equipment for word processing, data management, information retrieval, visual presentations, and telecommunications.
• Proficient in the use of Microsoft Office Suite (Excel, Word, Power Point) and Google
• Ability to communicate effectively in English, both orally and in writing, using proper grammar and vocabulary.
• Must demonstrate appropriate telephone etiquette, with proper voice inflection.
• Must demonstrate enthusiasm and interpersonal skills to relate well with students, staff, administration, parents and the community, including difficult and emotional situations.

REQUIRED MINIMUM QUALIFICATIONS
1. Prior experience as a secretary or clerk.
2. High School Diploma - Associates or Bachelors Preferred

ADA & MINIMUM QUALIFICATIONS TO PERFORM ESSENTIAL JOB FUNCTIONS

• Physical Requirements: Must be physically able to operate a variety of equipment including computers, copiers, adding machines, etc. Must be able to exert up to 10 pounds of force occasionally, and/or a negligible amount of force constantly to lift, carry, push, and pull or otherwise move objects, including the human body. Must be able to stand, crouch and bend over for a long period of time at intervals throughout the day.
• Data Conception: Requires the ability to compare and/or judge the readily observable, functional, structural or composite characteristics (whether similar or divergent from obvious standards) of data, people or things.
• Interpersonal Communication: Requires the ability to speak and/or signal people to convey or exchange information. Includes giving instructions, assignments or directions to subordinates or assistants.
• Language Ability: Requires the ability to read a variety of correspondence, reports, forms, newsletters, schedules, manuals, invoices, requisitions, menus, recipes, journals, etc. Requires the ability to prepare correspondence, reports, forms, evaluations, procedures, charts, surveys, articles, bid specifications, brochures, news releases, handbooks, budgets, etc., using prescribed formats and conforming to all rules of punctuation, grammar, diction, and style. Requires the ability to speak before groups of people with poise, voice control and confidence.
• Intelligence: Requires the ability to apply principles of logical or scientific thinking to define problems, collect data, establish facts, and draw valid conclusions; to interpret an extensive variety of technical instructions in mathematical or diagrammatic form; and to deal with several abstract and concrete variables.
• Verbal Aptitude: Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively and efficiently in a variety of technical or professional languages including medical, legal, accounting and marketing terminology.
• Numerical Aptitude: Requires the ability to utilize mathematical formulas; to add and subtract; multiply and divide; utilize decimals and percentages; and to apply the principles of algebra and geometry.
• Form/Spatial Aptitude: Requires the ability to inspect items for proper length, width and shape. Motor Coordination: Requires the ability to coordinate hands and eyes rapidly and accurately in using office equipment.
• Manual Dexterity: Requires the ability to handle a variety of items such as office equipment and hand tools. Must have minimal levels of eye/hand/foot coordination.
• Interpersonal: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under stress and when confronted with emergency situations.
• Physical Communication: Requires the ability to talk (expressing or exchanging ideas by means of spoken words) and hear (perceiving nature of sounds by ear). Must be able to communicate via telephone or radio.