Office Aide I

MAJOR RESPONSIBILITIES AND DUTIES

Reception and Phones

– Receive and direct incoming calls, take reliable messages, and route to appropriate staff.
– Greet visitors (e.g., public, parents, students, substitutes, vendors, etc.) respond to their inquiries and/or direct them to appropriate personnel in accordance with District and campus policies and procedures regarding building security.
– Maintain visitor log and issue visitor passes.
– Respond to emergency calls and notify appropriate parties to address immediate safety and/or security issues.
– Receive deliveries and disseminate materials and information to the appropriate parties.
– Assist parents in checking students in and out of school.
– Prepare and distribute student identification cards, bus passes, and parking stickers.
– Assist with the receipt and distribution of student materials, including homework requests.
– Process new student records, including requesting transcripts and records from other schools and setting up cumulative folder.
– Process and transmit requests for student information and transcripts.
– Call parents to verify student absences as needed.
– Assist with preparation of materials for mailing, including preparing labels, stuffing envelopes, etc.

Other

– Attend and participate in faculty meetings and special events and serve on staff committees as required.
– Provide clerical assistance as needed including assisting with the scheduling of appointments.
– Ensure that all interactions with students, District personnel, and parents are supportive, courteous, and respectful.

Policy, Reports, and Law

– Maintain confidentiality.
– Develop and maintain systems for retrieval of information in support of all programs; compile, maintain, file, and secure all physical and computerized reports, records, and other required documents.
– Pursue Professional Development activities for self and assigned staff; ensure that Professional Development activities are aligned with District goals and initiatives and current professional research.
– Comply with all policies, operating procedures, legal requirements, and verbal and written directives.
– Comply with the Professional Code of Ethics and Standard Practices for Texas Educators.
– Follow District safety protocols and emergency procedures.
– Perform other related duties as assigned.

QUALIFICATIONS:

Education/Certification:

– High School Diploma or equivalent

Experience:

– One (1) year of clerical/secretarial experience (or related experience) in an office setting
– Experience in educational environment (preferred)

SPECIAL KNOWLEDGE/SKILLS/ABILITIES:

– Ability to operate multi-line phone system
– Effective public relations, organization, communication, and interpersonal skills
– Ability to read; understand and follow detailed written and verbal instructions
– Ability to speak, read, and understand English
– Ability to effectively present information in one-on-one situations
– Proficient in keyboarding and file maintenance

SUPERVISORY RESPONSIBILITIES:

– None

MENTAL/PHYSICAL DEMANDS AND ENVIRONMENTAL FACTORS:

Tools/Equipment Used:

– Standard office equipment including personal computer and peripherals

Posture:

– Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting

Motion:

– Repetitive hand motions, frequent keyboarding and use of mouse; occasional reaching

Lifting:

– Occasional light lifting and carrying (less than 15 pounds)

Environment:

– Work to be completed on-site from assigned school or building; regular exposure to noise and computer monitors
– No remote work

Mental Demands:

– Work with frequent interruptions; maintain emotional control under stress work; prolonged or irregular hours