Office Associate - Bay City School District : Job Details

Office Associate JobID: 2523

Position Type:

Secretarial/Clerical/Secretary/Office Support - 10-months

Date Posted:

11/8/2024

Location:

Handy Middle School

Additional Information: Show/Hide

SUMMARY: The Office Associate will handle a variety of administrative tasks, with a focus on maintaining records, managing enrollment, and supporting student services. This position requires strong organizational skills, attention to detail, and the ability to manage multiple responsibilities effectively.

ESSENTIAL DUTIES AND RESPONSIBILITIES. Other duties may be assigned.

* Maintain discretion and loyalty with confidential information.

* Ability to work with a large, diversified population of students, staff, and parents.

* Perform typing, filing and recording as applicable to the position.

* Maintain accurate and up-to-date student records.

* Ensure all records are kept confidential and comply with school policies.

* Manage the student enrollment process, including processing new student registrations.

* Verify and update student information in the school database.

* Conduct address and eligibility verification for student enrollment.

* Ensure all necessary documentation is collected and accurately recorded.

* Prepare and submit count day reports to ensure accurate student counts.

* Manage applications and enrollment for the School of Choice program.

* Communicate with parents and guardians about the application process and status.

* Coordinate and schedule appointments for students with school counselors.

* Maintain an organized appointment calendar and assist with appointment reminders.

* Assist in coordinating homebound instruction services for eligible students.

* Communicate with teachers and families to ensure the delivery of educational materials.

* Organize and manage the lost and found area.

* Assist students and staff in locating lost items.

* Assist in organizing and coordinating parent-teacher conferences.

* Provide logistical support and ensure that all necessary arrangements are made.

* Maintain and update student immunization records in the MCIR system.

* Ensure compliance with state immunization requirements and communicate with parents as needed.

* Perform other duties as assigned by the immediate supervisor.

SUPERVISORY RESPONSIBILITIES: None

QUALIFICATION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE:

* High school diploma or equivalent

* Experience in an administrative or office support role, preferably in an educational setting.

* Strong organizational and multitasking skills.

* Excellent communication and interpersonal skills.

* Ability to maintain confidentiality and handle sensitive information.

* Customer service-oriented with a positive and professional demeanor.

LANGUAGE SKILLS:

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively with parents, staff and students. Demonstrated effective phone etiquette.

MATHEMATICAL SKILLS:

Ability to perform basic math computations including rates, ratio, and percents using whole numbers, common fractions, and decimals.

REASONING ABILITY:

Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations. Demonstrated ability to use good judgment in decision-making.

OTHER SKILLS AND ABILITIES:

Ability to successfully pass basic competency, computer skills testing assessments and ability to successfully pass a typing test at 30 words per minute with a high degree of accuracy. Demonstrated ability to proficiently operate a personal and mainframe computer and related software (Microsoft Word, Access, Excel, Power Point, Internet, etc.) Ability to develop effective working relationships with students, staff, and the school community. Ability to maintain a calm demeanor and remain professional in stressful situations. Ability to communicate clearly and concisely, both orally and in writing. Ability to perform duties through knowledge of all district requirements and Board of Education policies. Ability to prioritize and organize work. Demonstrated ability to deal with confidential information with a high degree of discretion and loyalty. Ability to multi-task with numerous interruptions.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to walk, stand, talk and hear. The employee is occasionally required to sit and reach with hands and arms. Occasionally the employee will type for long periods of time requiring repetitive hand, arm, or finger motion. The employee occasionally will lift and carry up to ten pounds and push/pull up to 30 pounds. Specific vision abilities required by this job include close vision, depth perception, and the ability to adjust focus. Attendance and punctuality are expectations of the position.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually quiet. The employee interacts with the public, students, and other staff and occasionally meets multiple demands from several people.

The information contained in this job description is for compliance with the American with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.