Position Type:
Secretarial/Clerical/CLAS - 7782 - SCHOOL OFFICE ASSISTANT

Date Posted:
1/12/2022

Location:
Frederick Douglass High School

Date Available:
21/22 School Year

Closing Date:
01/26/2022

Description:
Perform a variety of responsible clerical duties involving typing, filing and maintaining records or reports in support of a school function; apply and explain procedures and policies of assigned program or department.

Job Summary:

• Perform a variety of clerical duties including typing, filing, record-keeping, proofreading and processing information.
• Type letters, memoranda, bulletins, reports, schedules, lists, forms or other materials from straight copy or rough draft on a typewriter or computer terminal.
• Maintain a variety of logs, records and files related to assigned school office; compile information from a variety of sources and prepare summaries and reports including attendance and enrollment data.
• Receive visitors; answer telephone and refer telephone calls and visitors to appropriate personnel; answer questions and provide information and directions or explain policies and procedures; schedule meetings and appointments.
• Assist the public and District employees in completing forms, applications and other District, State and federal forms and documents.
• Maintain and update records, inventories, index and cross reference files; maintain inventories of assigned materials, documents and equipment; compile and verify information; produce periodic reports, lists and records as assigned.
• Maintain attendance, academic and health records; update computer information databases.
• Perform basic arithmetic calculations; receive and process various forms and documents, including financial and statistical documents; conduct research duties as assigned.
• Maintain supply and material inventory of assigned area as required; assist with ordering, receiving and distributing materials, equipment and supplies according to established procedures; coordinate purchasing efforts Lead Secretary/Bookkeeper.
• Receive shipments of materials; inspect and verify for accuracy of quality, quantity and type of materials; notify vendors or supervisor of discrepancies or damage.
• Operate a variety of office equipment, such as typewriter, calculator, copiers, computer terminal and other machines as required; enter data in a computer terminal or microcomputer as assigned.
• Provide first aid to ill and injured students as assigned; contact parents, guardians, nurse or public service agencies in accordance with established guidelines.
• Assure the timely duplication and distribution of a variety of records, reports and other materials as directed.
• Schedule appointments, conferences and meetings; maintain various schedules and calendars.
• Perform clerical work such as posting records, making arithmetic computations and securing information from clearly indicated sources.
• Sort and distribute incoming U.S. and intra-District mail.
• Perform other duties as assigned.
• Maintain regular attendance.

Qualifications:
High school diploma or G.E.D. Certificate and one year of clerical experience including some experience with automated office equipment. Must successfully complete a Microsoft WORD and EXCEL assessments.

KNOWLEDGE OF:

• Rules, regulations, policies and laws related to assigned function or school.
• Modern office practices, procedures and equipment.
• Operation of standard office machines, including computer terminals.
• Record storage, retrieval and management systems.
• Correct English usage, grammar, spelling, punctuation and vocabulary.
• Telephone techniques and etiquette.
• Interpersonal skills using tact, patience and courtesy.
• Basic first aid techniques and procedures.
• Basic math.
• Basic record-keeping techniques.

ABILITY TO:

• Perform a variety of responsible clerical duties involving typing, filing and maintaining records or reports in support of a school.
• Learn and apply laws, rules, regulations involved in assigned clerical activities.
• Make arithmetic calculations quickly and accurately.
• Understand and follow oral and written directions.
• Type at 40 words net per minute from clear copy.
• Operate a variety of office equipment including computer terminal as required by the assignment.
• Meet schedules and time lines.
• Maintain records and prepare reports.
• Communicate effectively both orally and in writing.
• Work cooperatively with others.
• Complete work with many interruptions.

Working Conditions:

• Work is performed while standing, sitting and/or walking.
• Requires the ability to communicate effectively using speech, vision and hearing.
• Requires the use of hands for simple grasping and fine manipulations.
• Requires bending, squatting, crawling, climbing, reaching.
• Requires the ability to lift, carry, push or pull light weights, up to 30 pounds

Application Procedure:
Apply online

Grade 13

Contact Person: Lester Diaz (lester.diaz@fayette.kyschools.us)

MUST TAKE AND PASS A BOOKKEEPER, WORD AND EXCEL ASSESSMENT WITH A 75% OR HIGHER. CLERICAL ASSESSMENTS WILL BE SCHEDULED VIRTUALLY VIA OUR TESTING PLATFORM.