School Office Assistant (.5)

Position Summary:

The School Office Assistant position provides a variety of clerical and technical services to assist in the day-to-day operations of the middle school. This role is essential in managing office tasks, supporting staff, maintaining accurate records, and ensuring effective communication within the school community. The School Office Assistant staff will assist in maintaining school systems, including student data, schedules, attendance, and other critical documentation.

Essential Functions:

Clerical and Administrative Support:

• Answer and direct phone calls, addressing general inquiries from students, parents, and staff and directing calls to the appropriate personnel.
• Schedule and coordinate appointments and meetings for staff and administration, ensuring proper time management and resource allocation.
• Prepare and distribute school-related correspondence, including memos, newsletters, and notices to staff, students, and parents.
• Maintain accurate and up-to-date records and files for students, staff, and general school operations, both electronic and physical.
• Assist in the preparation of reports, documentation, and data entry as required by school administration, including student attendance, grades, and other school-related data.
• Process incoming and outgoing mail and packages, ensuring timely distribution and response.
• Monitor Doors - answer, unlock and greet who comes into the building.
• Prepare letters for mailings.
• Effectively and accurately perform all infinite Campus processes and functions.
• Enter and approve building reservations in Rschool and assist when needed.
• Assist with fire alarms, tornado drills, evacuation and ALICE drills.
• Manage lost and found items.
• Update calendar with music and athletic events.
• Create newsletters and send them to parents and guardians.

Student and Attendance Support:

• Assist with student attendance records and Infinite Campus, ensuring accuracy and timely updates in the student management system.
• Prepare attendance reports from the PLP for the school social worker.
• Assist with Aesop to ensure all teacher absences are covered. If not, assist the school secretary to help with coverage.
• Verify and track student absences, tardies, and early dismissals, processing and following up on required documentation. Calling families and teachers if needed.
• Create, check, and end hall passes for students.
• Prepare and maintain student enrollment records, ensuring all required forms, permissions, and information are properly completed and filed.
• Assist in student registration, including data entry and preparation of relevant documents and materials for enrollment.
• Assist with student lunch calculations including daily counts, daily lunch lists, assisting students entering lunch code and lunch line supervision.
• Receive data regarding in-school and out-of-school suspensions.
• Creates labels for disciplinary letters, attendance letters, referral forms and letters of suspension.
• Work with coaches, parents, and students to get athletic forms signed in the IC school store.
• Aid students who are sick or injured in absence of the school nurse.
• Administer medications and treatment in accordance with school district policy.
• Receive, enter and maintain data regarding attendance letters.

Data Management and Technical Support:

• Assist with maintaining and updating student information systems, ensuring all data is accurately entered and up-to-date in the school''s database.
• Provide technical support for office equipment and systems (e.g., photocopiers, fax machines, computers), troubleshooting and coordinating repairs as needed.
• Assist in maintaining online student records, including grades, attendance, and other academic data, ensuring data integrity and privacy using the appropriate computer software.
• Assist with generating and maintaining reports for attendance, student performance, and other administrative needs.
• Manage building keys.

Communication and Customer Service:

• Provide excellent customer service by answering general inquiries, directing questions to appropriate staff members, and providing school information to students, parents, and visitors.
• Assist with communications between school administration, teachers, students, and parents, ensuring that necessary information is conveyed promptly and accurately.
• Create newsletters and forms to send to parents and guardians (schedules, supply list, PAG, health office, calendars, food service, athletics.
• Assist families when needed for forms, field trips, athletics, food service, etc.
• Help organize and distribute school-related information to staff, students, and parents, such as event schedules, school closures, and other important notices.

Office Operations Support:

• Maintain office supplies, ensuring adequate inventory of materials for school functions, including paper, pens, and office equipment.
• Assist in the preparation of materials for meetings, workshops, and parent-teacher conferences, ensuring all documentation and resources are prepared ahead of time.
• Assist in the preparation and distribution of school newsletters, event flyers, and other communication materials.
• Support the administrative team by organizing and managing school calendars, coordinating events, and ensuring facilities are appropriately scheduled.

Financial and Budget Support:

• Process purchase orders and assist with maintaining records of school-related expenses and budgets.
• Assist with the collection and processing of payments for student fees, activities, and other school-related expenses.
• Maintain financial records related to school expenditures and report any discrepancies to the administration.
• Set up, organize and sell snack shack items.

Building Assistant Support:

• Supervise detention room and in-school suspension as needed.
• Assist with conflict resolution among students as needed.
• Make and receive telephone calls, take messages, and route calls as needed.
• Enter student attendance records into the computer on a daily basis as needed.
• Follow district, building, and departmental policies and procedures.
• Maintain confidentiality of information regarding students and staff.
• Administer drugs/prescription drugs by ingestion in accordance with school district policy.
• Assist with the supervision of students.
• Reinforce student learning of material or skills.
• Operate and care for equipment.
• Assist secretary with clerical responsibilities, i.e. laminating, copy machines, mail, recordkeeping, phones, newsletters, school events, etc.

Other Responsibilities:

1. Perform other duties as assigned by the principal or school administration to support the effective operation of the middle school.

2. Assist with the coordination of school events and activities, providing logistical support, registration assistance, and other administrative tasks as needed.

3. The employee shall remain free of any alcohol or illegal substance in the workplace in compliance with Policy 4122.01 - Drug-free Workplace throughout his/her employment in the district.

Physical Requirements:

1. Sedentary Work

a. Answer and direct phone calls, schedule appointments, and maintain records.

b. Data entry for attendance, grades, reports, and student management systems.

c. Prepare and distribute correspondence, newsletters, and financial records.

d. Process mail, manage building reservations, and update school calendars.

e. Provide customer service and assist families with forms and inquiries.

2. Light Physical Activity (Occasional Movement, Carrying Light Objects)

a. Monitor and greet visitors, distribute mailings, and manage lost and found.

b. Maintain office supplies, set up materials for meetings, and organize events.

c. Assist with student registration, enrollment, and financial transactions.

d. Support school event coordination and facility scheduling.

3. Moderate Physical Activity (Standing, Walking, and Some Lifting Required)

a. Supervise lunch lines, assist with student health needs, and administer medication.

b. Assist with drills (fire, tornado, evacuation, ALICE) and hall pass management.

c. Work with parents and students on athletic forms and school-related activities.

d. Provide technical support for office equipment and manage building keys.