Job Description

Title:

Office Assistant

DBM Classification:

B22/Grade 5

Department:
High School
Salary Range:


Employee Group:

CAPS-Clerical

Prepared Date:

May 2025

Reports to:

High School Principal

FTE/ FLSA Status:

1.00-10-Months- Exempt

SUMMARY OF RESPONSIBILITIES

The Office Assistant is responsible for greeting staff, students, and the public, acting as the department receptionist, and directing callers and visitors. They serve as a liaisons between staff, the public, and administrators, maintain department calendars and mailing lists, and assist with copying, laminating, binding, and assembling materials for staff. Additionally, they assist with student records, attendance, field trips, and testing data entry, and perform other duties as assigned by the supervisor.

DUTIES AND RESPONSIBILITIES

• Reception and Greeting: Greets staff, students, and the public upon entering the office/department and monitors building entrances.
• Front Desk Operations: Acts as the department receptionist by directing calls and visitors and taking messages for staff. Provides directions to callers.
• Liaison Role: Serves as a liaison between staff, the public, and administrators/supervisors in the department.
• Calendar & Mailing: Maintains department calendars, schedules, and mailing lists.
• Material Support: Assists with copying, laminating, binding, and assembling materials for staff.
• Mail Handling: Manages incoming and outgoing mail for the school/location.
• Office Supply Management: Maintains inventory and ensures availability of office supplies.
• Fee Collection & Financial Records: Collects fees, fines, and tuition payments and maintains checkbooks or financial records.
• Student Records Management: Assists staff with entering and processing new students and copying student records.
• Attendance Management: Assists in entering student attendance and other related data.
• Field Trips & Testing Data: Enters and records student field trip and testing data.
• Other Duties: Performs additional tasks as assigned by the supervisor, as required.

KNOWLEDGE, SKILLS & ABILITIES

• Office Procedures: Knowledge of general office practices, including filing, record-keeping, and maintaining organized workspaces.
• Communication: Strong verbal and written communication skills to effectively interact with staff, students, parents, and the public.
• Customer Service: Ability to provide excellent customer service by addressing inquiries, handling difficult situations, and maintaining professionalism.
• Time Management: Strong organizational skills with the ability to manage multiple tasks and prioritize them efficiently to meet deadlines.
• Technical Proficiency: Proficient in using office productivity software (e.g., Microsoft Office Suite, Google Workspace), email systems, and common office equipment (e.g., copiers, printers, fax machines).
• Data Entry & Accuracy: Detail-oriented with the ability to enter and update data accurately, maintaining student records, files, and other departmental information.
• Problem-Solving: Ability to identify challenges, seek solutions, and implement appropriate actions to ensure smooth office operations.
• Confidentiality: Demonstrated ability to handle sensitive information with discretion and maintain confidentiality according to district policies and legal standards.
• Interpersonal Skills: Ability to work well with diverse groups, collaborate with colleagues, and maintain a positive and professional demeanor in all interactions.
• Adaptability: Willingness to learn new technologies, office processes, and systems, adapting quickly to changes in the work environment.
• Organizational Skills: Ability to maintain office supplies, schedules, and records, ensuring they are easily accessible and properly filed.
• Attention to Detail: High level of accuracy and attention to detail when performing tasks, especially in data entry, record keeping, and document preparation.

PHYSICAL DEMANDS

• Sitting & Standing: Frequent sitting while performing desk tasks and occasional standing when assisting visitors or performing other duties around the office.
• Manual Dexterity: Regular use of hands for typing, operating office equipment, and handling paperwork.
• Reaching & Lifting: Occasional reaching, bending, and lifting to 10 pounds to manage files, office supplies, or equipment.
• Walking: Some walk between office areas, classrooms, or other departments within the school.
• Vision: Ability to read and review documents, data, and emails on a computer screen and in print.
• Communication: Must hear and speak clearly to communicate with visitors, students, and staff.
• Extended Hours at Desk: Prolonged work periods at a computer or desk for administrative tasks.

WORK ENVIRONMENT

• Office Setting: Primarily works in an office environment, including the school main office or designated administrative areas.
• Collaborative Atmosphere: Regular interaction with staff, students, parents, and community members, requiring teamwork and effective communication.
• Noise Levels: The office environment typically maintains a moderate noise level, with periods of higher activity when interacting with students and visitors.
• Fast-Paced Environment: The ability to adapt to changing priorities and a fast-paced environment, especially during peak periods such as enrollment or administrative deadlines.
• Work Schedule: Typically works standard school hours, with the potential for occasional flexibility based on school needs, events, or emergencies.
• Occasional Outdoor Activity: Minimal, but may require brief outdoor activity when assisting with events or student drop-off/pick-up.
• Safe & Accessible: The workplace is designed to ensure accessibility and safety for all staff, students, and visitors.

EDUCATION and/or EXPERIENCE

• High school diploma or GED.
• Minimum of six months to one year of previous clerical, administrative, or office support experience, preferably in an educational setting.
• Experience with office equipment (e.g., copiers, fax machines, phones) and office software (e.g., word processing, spreadsheets, email).
• Familiarity with district-specific software or record-keeping systems.
• Previous experience in customer service or public-facing roles, particularly in a school or educational environment. Strong organizational skills and attention to detail.
• Ability to handle confidential information with discretion and professionalism.
• Ability to work effectively in a team-oriented environment and handle multiple tasks simultaneously.

BENEFIT INFORMATION St. Louis Park Schools provides a comprehensive benefits package for employees working 20 or more hours per week. Key benefits include:

• Health and Dental Insurance
• Flexible Spending Accounts (FSA) for medical and dependent care expenses
• Life Insurance
• Accidental Death and Dismemberment (AD&D) Insurance
• Short- and Long-Term Disability Insurance

The cost of benefits varies based on the employee group and full-time equivalent (FTE) status. For detailed information, including specific benefits and associated costs, please refer to the applicable group or bargaining unit contract Employment Contracts .

Job Tags

Full time, Contract work, Temporary work, Part time, Outdoor, Flexible hours,

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