Senior Office Assistant JobID: 1050
2 weeks ago
Scarsdale Middle School is seeking a dynamic and organized individual to provide support for the Middle School Counselor's team in their daily work with students, parents, and staff. The successful candidate should be proficient in the use of general office related software and technologies. In addition, the candidates will have strong organizational and communication skills, facilitating the smooth operation of the couseling department
Responsibilities include: Manage student's attendance Answer incoming calls to the Counselor's office Interact with students, parents, faculty, and administration and offer assistance and guidance when needed Open and stamp mail and forward to appropriate person Entering data on various programs Schedule meetings with students and parents Work closely and collaboratively with professionals both in and out of the Counselor's office Support other clerical staff when needed
This is a Competitive Class Westchester County Civil Service position, candidates must be reachable on the current Civil Service List for the title of Sr. Office Assistant Automated Systems or be transferable from another jurisdiction. In order to be considered for a transfer, candidates MUST hold permanent status in the title of Sr. Office Assistant (Automated Systems) or a comparable or higher title, in Westchester County Service ( Westchester Medical Center, Towns, Villages, Public School Districts, Cities of Peekskill & Rye).
Position Purpose
Under the direct supervision the Middle School Counselors provide a wide variety of complex and confidential administrative and secretarial support, communicating information to school district employees, students, parents and others as required, and to assist in ensuring compliance of department/program activities with legal, administrative and District policy requirements.
Essential Functions : Composes documents (e.g., correspondence, bulletins, reports) for Department Head or other Department staff for the purpose of requesting or providing information, confirming events, etc. Prepares, copies and distributes notices, memoranda or other correspondence for the purpose of informing school employees, students, parents, and others regarding activities, events or other work-related matters. Assists in coordinating Department activities and functional responsibilities related to subject areas over which the Department has oversight. Attends Department and other related meetings as assigned for the purpose of conveying and/or gathering information required to perform functions. Assists in maintaining the daily/weekly/monthly calendar of the Department Head for the purpose of coordinating the scheduling of work-related appointments, activities, meetings, etc. Assists in planning and scheduling department events and activities, and maintaining calendar of department events Assists in overseeing workload of the Department Head for the purpose of maximizing efficiency and meeting operational requirements. Assists in maintaining documents, files and records for the purpose of providing up-to-date reference and audit trail for compliance. Answers telephone calls, and provide information and assistance to callers. Serves as liaison with outside organizations related to department activities and work.
Additional Duties
Performs other related duties, as assigned, for the purpose of ensuring the efficient and effective functioning of the department.
Equipment
Uses standard office equipment such as personal computer, copy machine, fax machine, telephone.
Travel Requirements
Limited travel to and from meetings may be required.
Knowledge, Skills and Abilities Ability to describe problems and work orally or in writing to supervisor as required. Ability to establish and maintain cooperative working relationships with others contacted in the course of work. Ability to carry out instructions furnished in written or oral form. Ability to add, subtract, multiply and divide, and perform arithmetic operations as needed for position. Ability to understand, apply and use personal computers and software applications (e.g., Word, Excel, PowerPoint, the Internet, Outlook, electronic mail). Ability to problem solve job-related issues. Ability to work with a diverse group of individuals. Ability to process paperwork accurately according to standardized procedures. Ability to maintain confidentiality of information regarding students, employees and others. Organizational and time management skills. Knowledge of office management procedures. Knowledge of laws and regulations, District policies and procedures, principles, guidelines, and best practices related to department (e.g., Pupil Services, Human Resources, Facilities and Business).
Physical and Mental Demands, Work Hazards Works in standard office and school building environments. Ability to work outdoors during outdoor student activities.
Qualification Profile
Typical qualifications would be equivalent to: Graduation from high school. College level course work in business, word processing, and office procedures preferred. Associates or Bachelor's degree preferred. Successful experience with office management in related area preferred.
FLSA Status: Non-exempt
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