OFFICE ASSISTANT, ESS (1005)

Phoenix Union High School District; Phoenix (AZ); On-site; USD 32,000 - 46,000; Full time

Job summary

Phoenix Union High School District is seeking an Office Assistant for the Exceptional Student Services (ESS) department. The role provides clerical support, information to staff and the public, and ensures confidentiality around ESS matters.

Primarily handling records, communications, and inventory, the position requires discretion and strong organizational skills. The successful candidate will greet visitors, manage phone calls, process emails and forms, and assist with scheduling.

Qualifications

• High school diploma or GED required (education background).
• Six months of general clerical experience.
• Ability to type with accuracy and to operate office equipment.
• Strong English verbal and written communication with students, parents and staff.
• Ability to maintain accurate records and compile reports.

Responsibilities

• Perform clerical duties related to ESS; operate general office equipment (e.g., computer, copier).
• Provide information regarding programs and procedures to students, parents and public; maintain discretion with ESS matters.
• Maintain accurate records and filing systems; update student and other records.
• Greet visitors professionally; answer phones and assist students, parents, staff and visitors.
• Respond to emails; perform data entry; type letters, memos, reports; process district forms.
• Review materials for accuracy and conformance to District policies and procedures.
• Maintain inventory and supplies; prepare requisitions; verify budget codes for purchasing, accounts payable and payroll as needed.
• Schedule and coordinate calendars, meetings and events.
• Represent the district professionally; maintain confidentiality; follow Governing Board Policies.

Skills

Typing accuracy

Office equipment operation

English communication

Record keeping

Policy understanding

Data reporting

Customer service

Team collaboration

Initiative

Education

High School diploma or GED

Tools

Microsoft Office

Job description

DEPARTMENT: Exceptional Student Services

WORK YEAR: 9 Months

PXU SALARY SCHEDULES: Education Support Professional

SUMMARY

The Office Assistant, ESS provides clerical support and assistance for ESS programs; provides information to staff and the public, operates equipment, maintains inventory and supplies. Maintains highest level of discretion and confidentiality with all matters concerning special education students

ESSENTIAL FUNCTIONS

• Performs a variety of clerical duties related to the function/program to which assigned. Operates general office equipment (e.g., computer, copier).
• Provides information regarding programs and procedures to students, parents and public according to prescribed procedures. Maintains high level of discretion and confidentiality wthl all matters concerning ESS students.
• Maintains accurate records and filing systems; updates files, student and other specialized records related to the function/program to which assigned.
• Greets visitors in a professional and friendly manner, answers telephones and transfers calls as deemed appropriate; assists students, parents, teachers, staff and visitors.
• Responds to emails, processes data entry, types letters, memorandums, reports and other documents. Completes and submits district forms. Prepares and handles department mailings as needed.
• Reviews and edit materials for accuracy, completeness, and conformance to District policies and procedures.
• Maintains and purchases inventory and supplies. Prepares and handles requisitions, processes receipt of products and supplies, verifies budget codes for purchasing, accounts payable and payroll as needed.
• Schedules and coordinates calendars, meetings and events.
• Supports the relationship between the Phoenix Union High School District and the public by demonstrating courteous and professional behavior when interacting with students, parents, visitors, and school staff; maintains absolute confidentiality of work-related issues, client records, and school information; follows Governing Board Policies; performs all other related duties as required or assigned.

The above essential functions are intended to represent only the key areas of responsibilities and not a comprehensive listing of all functions and duties performed by incumbents of this class.

REQUIRED QUALIFICATIONS

• High School diploma or GED equivalent; AND six months of general clerical experience.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED

• Ability to type with accuracy at a rate required to perform functions effectively.
• Ability to operate office equipment, including computers and computer software.
• Ability to communicate effectively in English both verbally and in writing with students, parents and staff.
• Ability to create and maintain accurate records and compile reports.
• Skill in understanding, explaining, and applying relevant rules, regulations, policies, and procedures.
• Skill in researching and compiling data for reports, presentations, and technical documents.
• Ability to follow verbal and written instructions and procedures.
• Ability to provide excellent customer experiences, including but not limited to interacting tactfully and courteously with the public.
• Commitment to create and sustain a thriving learning and working environment for students and staff.
• Ability to establish and maintain effective working relationships.
• Ability to use initiative within organizational policies, procedures and guidelines.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

• Work is performed in a standard office environment.

The Board is committed to a policy of nondiscrimination in relation to race, color, religion, sex, age, national origin, disability or sexual orientation, as well as gender identity, gender expression and immigration status. This policy will prevail in all matters concerning staff members, students, the public, educational programs and services, and individuals with whom the Board does business. Any person who believes he or she has been subjected to discrimination, harassment or retaliation on the basis of any protected reason other than disability may file a complaint under Administrative Regulation JB-R, or may contact the Superintendent's designee, the District Hearing & Compliance Officer at:

Phoenix Union High School District

4502 N. Central Avenue

Phoenix, Arizona 85012

Phone: [phone]

E-mail: [e-mail] g