Department Office Assistant - Student Achievement Resource Center

Cherry Creek Careers; Colorado; On-site; USD 42,000 - 52,000; Full time

Job summary

Cherry Creek Careers seeks a Department Office Assistant to perform a broad range of administrative, clerical, and support tasks in a central department. The role includes greeting visitors, scheduling meetings, drafting communications, maintaining files, and assisting with budgets.

The position requires basic MS Office skills, strong organizational ability, and effective written and verbal communication. A high school equivalency diploma and 1 year of related experience are expected.

Qualifications

• Criminal background check and fingerprinting required.
• High School Equivalency (HSE) diploma.
• One year of professional administrative/clerical or related experience.
• Basic knowledge of Microsoft Office and office equipment.
• Ability to write routine reports and correspondence.
• Ability to read and interpret safety rules and manuals.

Responsibilities

• Greet and welcome visitors; respond to concerns from staff and community.
• Schedule meetings; prepare agendas; maintain calendars; assist with travel.
• Draft letters and routine correspondence; support special projects.
• Organize and maintain filing systems and records; data entry as needed.
• Operate word processing equipment to create and revise documents.
• Read and route mail; prepare outgoing mail and emails.
• Monitor and assist with budgets on a weekly basis.
• Order supplies and manage inventory; coordinate equipment maintenance.
• Perform other duties as assigned.

Skills

Interpersonal skills

Verbal and written communication

Organizational skills

Office equipment operation

Routine report writing

Education

High School Equivalency (HSE) diploma

Tools

Microsoft Office

Job description

Job Details

• Job Title: Department Office Assistant
• FLSA Exemption Status: Non-Exempt
• Classification Group: Educational Office Professionals
• Supervising Position: Director or designee
• Pay Plan: Educational Support Personnel
• Pay Range: Range 07
• Last Updated: 7/16/2024

JOB SUMMARY

Perform a broad range of administrative, clerical, and support tasks at a central department.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The subsequent duties outline the fundamental operations of the position and exemplify the nature of the tasks carried out. They do not encompass a comprehensive inventory of the obligations and responsibilities fulfilled in this role. The approximation of frequencies and time allocation percentages are flexible and subject to the requirements of the organization. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Job Task Descriptions

• 1. Greet and welcome visitors to thedepartment/building. Answer and screen telephone calls, take messages, and assist staff, students, parents/guardians, and community members with concerns and questions. (Daily, 20%)
• 2. Schedule meetings and appointments for staff, supervisor, outside representatives, andother stakeholders. Prepare agendas, reserves, and facilities, and record and transcribe minutes of meetings. May arrange and coordinate travel schedules and reservations. Maintain and update calendar for department events or special activities. (Daily, 20%)
• 3. Draft letters, memorandums, reports, and related materials (e.g. newsletters, announcements, etc.). Compose and type routine correspondence. Provide support to thedepartment with regular and special projects. (Daily, 15%)
• 4. Organize and maintain file system, which may include simple databases, personnel records and actions, surveys, legal documents, evaluations,etc. File correspondence and other records, which may include enteringdata. (Daily, 15%)
• 5. Operate word processing equipment to store, edit, format, print, and revise letters, memorandums, databases, reports, forms, labels, and other printed material. (Daily, 10%)
• 6. Read, route, and respond to incoming mail. Locate and attach appropriate files with correspondence to be answered bydepartment/buildingadministration. Prepare outgoing mail and correspondence, including emails and faxes. (Daily, 5%)
• 7. Perform basic monitoring and bookkeeping of budgets. (Weekly, 5%)
• 8. Order and maintain supplies/inventory and arrange for equipment maintenance. May process electronic purchase and warehouse orders and other financial documents. (Weekly, 5%)
• 9. Perform other duties as assigned or requested. (Daily, 5%)

REPORTING RELATIONSHIPS

This job has supervisor responsibilities including, but not limited to, interviewing, hiring, directing work, assigning work, supervising work, training, evaluating, disciplining, and terminating. Direct reports:

• N/A

MINIMUM QUALIFICATIONS

The minimum prerequisites of formal education, professional work experience, certifications, licenses, endorsements, designations, trainings, and other criteria that a candidate must fulfill to be considered for a position. It is essential that certifications, licenses, endorsements, designations, and trainings are fulfilled, valid, and not expired.

• Criminal background check and fingerprinting required
• High School Equivalency (HSE) diploma
• One (1) year of professional administrative assistant/clerical, human resources, budget, payroll, accounting, banking/loan servicing, or operational school support experience
• Basic knowledge of typical office equipment such as telephones, copiers, fax machines, email, etc.
• Basic knowledge of common computer application software
• Basic knowledge of Microsoft OfficeIntermediate interpersonal relations skills
• Intermediate verbal and written communication skills
• Intermediate organizational skills
• Ability to operate common office equipment
• Ability to work alone and with others
• Ability to write routine reports and correspondence
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and policy books

PHYSICAL REQUIREMENTS AND WORKING CONDITIONS

The physical demands, mental functions, cognitive capacities, and work environment factors required to perform a position’s essential functions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Light work strength level (lifting or carrying up to 25 pounds)
• Primarily works indoors
• Exposure to outdoor weather conditions
• Typically a moderate noise level
• Work location is subject to change to meet the requirements of the organization
• Frequent standing and walking
• Frequent bending and reaching
• Frequent lifting, pulling, and pushing
• Manual dexterity to operate a computer keyboard
• Repetitive motions
• Speaking and hearing
• May occasionally be exposed to outdoor weather conditions
• Normal office environment

DESIRED QUALIFICATIONS

Formal education, professional work experience, certifications, licenses, endorsements, designations, trainings, and other qualifications relevant to the position that are strongly preferred but not mandatory for a candidate to be considered.

• Experience working in the public sector
• Experience working directly with people from diverse racial, ethnic, and socioeconomic backgrounds
• Racially conscious and culturally competent with the skill, will, capacity, and knowledge to commit to a culture of continuous improvement