Purpose Statement

The job of Office Specialist is done for the purpose/s of providing support to the district office or assigned school site personnel; communicating information to staff and the public; maintaining records;  completing assigned projects and tasks; and providing direction as may be requested.

This job is distinguished from similar jobs by the following characteristics: .

This job reports to Assigned Administrator

 

Essential Functions

• Answers telephone calls for the purpose of screening calls, transferring calls, responding to inquiries and/or taking messages.
• Assists with processing of documents, forms, mailings and materials (e.g. attendance, enrollments, employment process, scheduling interviews, etc.) for the purpose of disseminating information to appropriate parties.
• Distributes materials (e.g. mail, checks, supplies, messages, etc.) for the purpose of ensuring delivery to addressee.
• Greets and directs students, parents and community members for the purpose of maintaining the flow of the district office.
• Maintains manual and electronic documents files and records (e.g. letters, forms, reports, fingerprinting materials, toner, etc.) for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements.
• Maintains and orders items (e.g. fingerprinting materials, office supplies, toner, etc.) for the purpose of ensuring the availability of supplies.
• Prepares standardized documents (e.g. form letters and memos, calendars, bulletins, etc.) for the purpose of communicating information to other parties.
• Processes documents and materials for the purpose of disseminating information to appropriate parties.

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: preparing and maintaining accurate records; planning and managing projects; utilizing pertinent software applications, organization.

KNOWLEDGE is required to perform basic math; understand written procedures, write routine documents, and speak clearly; and understand multi-step written and oral instructions.  Specific knowledge based competencies required to satisfactorily perform the functions of the job include: standard office software; office methods and procedures; business telephone etiquette; concepts of grammar and punctuation.

ABILITY is required to schedule activities and/or meetings; 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 but different processes; and operate equipment using defined methods. Ability is also required to work with a wide diversity of individuals; work with similar types of data; and utilize specific, job-related equipment. Some problem solving may be required to identify issues and select 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: maintaining confidentiality; establishing and maintaining effective working relationships; working with detailed information; adapting to changing priorities; working with frequent interruptions; communicating with others; bilingual.

 

Responsibility

Responsibilities include: working under direct supervision using standardized routines; providing information and/or advising others; operating within a defined budget. utilization of some resources from other work units may be required to perform the job's functions. There is some opportunity to effect the organization’s services.

 

Working Environment

The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling, 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

 

Required Testing                                                        Certificates

Continuing Educ./Training                                           Clearances

                                                                    Criminal Justice Fingerprint/Background Clearance

 

FLSA Status                                  Approval Date                                       Salary Range

Non Exempt                                  7/13/2013                                                   X