Office Assistant II - Records

Primary Purpose:
Maintains current and accurate attendance records for the campus.  Under direct supervision, perform data entry including attendance, Public Education Information Management System (PEIMS) data, and grades.

Qualifications:
Education/Certification:

High School diploma or GED (Recognized by the Texas Education Agency or Regional Accrediting Agency)

Candidate must have satisfactory outcome of fingerprinting background check. Non-refundable fee (approximately $50) paid by employee.

Experience:

Two (2) years’ data entry experience

Knowledge/Skills:

Knowledge of accounting principles and practices

Ability to use calculator (10 key by touch)

Ability to use personal computer and software to develop spreadsheets and do word processing

Proficient skills in typing, keyboarding, and file maintenance

Effective organizational, communication, and interpersonal skills

Ability to maintain accurate and auditable records

Ability to follow oral and written instructions

Ability to work with minimum supervision

Ability to maintain confidentiality

Ability to communicate and to maintain effective working relationships with administrators, teachers, other auxiliary personnel, students and the public

Major Responsibilities and Duties:

(The following statements describe the general purpose and responsibilities assigned and should not be construed as an exhaustive list of all responsibilities, skills, efforts, or working conditions that may be assigned or skills that may be required.)

Professionalism

The Educators' Code of Ethics is set forth in Texas Administrative Code to provide rules for standard practices and ethical conduct toward students, professional colleagues, school officials, parents, and members of the community.

• Rule §247.1 Purpose and Scope; Definitions
• Rule §247.2 Code of Ethics and Standard Practices for Texas Educators

 Organization Management

The office assistant manages administrative, fiscal, and facilities functions responsibly through activities such as the following:

• Maintains all attendance records using both manual procedures and on line computer terminal. This includes collecting attendance tear strips for each period from all teacher, daily summaries of absentees, and issuing student admission slips.
• Posts attendance in computer on student database on a daily basis.
• Posts attendance in computer for each period from teacher forms.
• Assists parents, students, and faculty with questions regarding student attendance.
• Calls parents to verify student absences as needed.
• Reports all attendance problems to administrator.
• Prepares weekly, six weeks, and yearly reports on attendance.
• Produces various computer lists from student database as needed for teacher and staff.
• Sends attendance lists to principal on a regular basis.  Prepares attendance letters to send out to parents of official notification of absences.  Prepares court referral documents for district attendance officer.  Potential dropout forms prepared and sent to the district attendance officer.
• Files absent notes in individual student folders.

Communication and Community Relations

The office assistant promotes a positive tone for school or community relations through activities such as the following: 

• Receives and directs incoming calls, take reliable messages, and route to appropriate staff.
• Greets and directs campus visitors.

Qualities of an Effective Office Assistant

The office assistant exhibits qualities such as the following: 

• Daily attendance and punctuality at work are essential functions of the job.
• Ability to demonstrate the following core values: integrity, high expectations, commitment, respect, dedication to teamwork and passion for a student-centered environment.
• Maintains confidentiality of information.
• Corrects unsafe conditions in work area and report any conditions that are not correctable to supervisor immediately.
• Complies with District and campus policies and procedures, as well as state and federal laws and regulations.
• Complies with the standards of conduct set out in Board Policy DH (Legal) and (Local) and with any other policies, regulations, and guidelines that impose duties, requirements, or standards.
• Performs any other duties as assigned by administration. 

Professional Growth and Development

The office assistant participates in professional growth and development through activities such as the following:  

• Participates in all meetings and staff development activities to improve job-related skills

Supervisory Responsibilities

• None

 Equipment:

Computer, printer, copier, telephone, fax machine, calculator, shredder, and other equipment applicable to the position.

Working Conditions:

Mental Demands/Physical Demands/Environmental Factors 

• Maintain emotional control under stress.
• Work with frequent interruptions.
• Work irregular hour and extended work hours to include holidays and weekends.
• Frequent walking, standing, stooping, and bending.
• Occasional lifting, carrying, pushing and pulling.
• Occasional district wide and statewide travel.
• Use computer for prolonged period resulting in repetitive hand motions.
• Frequent exposure to: temperature extremes (hot and cold), humidity extremes, low or intense illumination or vibration.
• Occasional exposure to: biological hazards (communicable diseases, bacteria, etc.) work outsides, work around moving objects or vehicles, work on uneven surfaces. 

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.

Salary : $20 - $24