Office Assistant- Whole Child Programs

Job Summary:

The Office Assistant will assist with facilitating program communications, scheduling, coordination of services, and distribution of information. The Office Assistant will help ensure timely processing of requisitions, orders, purchase orders, and data/document requests. The Office Assistant supports grant funded program operations by providing assistance in a wide range of program tasks.

Essential Duties (May include, but not limited to):

1. Answers phone calls in a pleasant, informed manner for the purpose of providing information and creating a professional image of the program/district.

2. Performs responsibilities related to meetings, professional development sessions, and conferences.

3. Assists with requisitions, purchase orders, check requests, invoices, and billing.

4. Prepares, sorts, and distributes communications and mail for staff and families.

5. Screens inquiries of staff, students, parents, the public, etc. for the purpose of taking appropriate action and/or directing to appropriate personnel for resolution.

6. Accurately enters data as needed into the databases.

7. Prepares reports, correspondences and documents.

8. Posts Catalog professional development updates, monitors training registrations, and provides assistance to participants and school staff with account access, event registration, and training history inquiries.

9. Coordinates room reservations and prepares meeting and training spaces, including arranging materials, ordering and setting food or beverages, and ensuring cleanup following events.

10. Prepares and maintains training documentation such as certificates of completion, participant tracking lists, and manages SCECH application and follow-up processes.

11. Assists with conference logistics, including processing requests, reimbursement, and arranging hotel accommodations and related travel needs.

12. Maintains and tracks specialized instructional and health equipment to ensure readiness and accountability.

13. Consistently models Win Win leadership.

Other Duties: Performs other duties and responsibilities as assigned.

Qualifications:

Education:

High school diploma or equivalent required. Associate’s degree preferred.

Experience:

Experience working in an office environment required.

Skills/Other:

Must be able to obtain a satisfactory criminal history check through fingerprinting. Professional telephone etiquette; take direction well; problem solve; work independently. Ability to utilize district technology, and work to maintain proficiency, as required skill sets change with technology and/or the needs of the district. Demonstrates mental/physical ability and stamina for meeting the essential duties of the position. Excellent oral, written, electronic, and interpersonal communication skills. Works successfully as a member of a team. Punctuality and good attendance are required for the position. Demonstrate honesty, integrity, and professionalism at all times. Ability to work a flexible workday, work week, and work year in order to meet the needs of the position, the department and the district. Discretion with confidential information. Represents the district in a professional manner at all times. Ability to exercise good judgment and make decisions in accordance with board policies and established administrative guidelines.

Special Job Considerations:

Certification: Not Required

Type of Certification: None

Bargaining Unit: None

Salary Schedule: Contracted limited duration grant funded position; calendar year, 37.5 hours per week; $16.15-$19.69 per hour.

Immediate Supervisor: Executive Director of Center for Countywide Programs

Supervision: None