OFFICE PROFESSIONAL

Revised 03/17/25 JOB DESCRIPTION Puyallup School District PAEOP Level B

Office Professional ___ _

Purpose Statement: This position is responsible for providing secretarial and clerical support to the school/department. This person greets parents, students, and employees; processes records for accounting, payroll and/or student records, coordinates instructional materials requests, and performs a variety of other office duties.

Essential Functions include: Answers the telephone; provides information or routes caller to appropriate staff member; takes messages. Greets office visitors tactfully; provides assistance and information; promotes effective public relations with parents and general public. Compiles and inputs data into various spreadsheets and financial software from a variety of sources for the purpose of providing status information. Responds to concerned students, parents and other patrons and assists in resolving problems and issues in accordance with District policies, regulations, and procedures. Types correspondence, bulletins, newsletters, lists and forms; provides clerical assistance to teachers and other staff members.

School based position functions may include: o Assists in coordination of special events (e.g., Service Fair, CTE Week, Future Fair, Senior Boards, etc.) o Assists nurses and health assistants with basic first aid and student care, as needed (except positions whose primary role is high school attendance) o Assists students, parents, and staff with needed information. o Coordinates BECCA information to compose reports and report information to inside and outside agencies. o Coordinates counseling projects (e.g., internships, college fair, etc.) for the purpose of delivering student services within guidelines. o Coordinates scheduling process with administration and counseling staff; formats and runs a variety of computerized reports; updates schedule as needed. o Enrolls/withdraws students and enters information into computer; requests/sends records from/to previous schools/school districts. o Maintains records and resource materials (e.g., guidance office files, calendars, job board, general supplies, etc.) for the purpose of providing materials and information to students, staff or public. o Manages database of student culminating project, community resources i.e., Senior Board judges, job shadow hosts, employers, community mentors, guest speakers, donors, etc. o Monitors student behavior o Oversees distribution and surplus process of library books, textbooks, and other various library materials. o Prepares documents (e.g., homework requests, correspondence, work permits, withdrawal requests, etc.) for the purpose of providing information to students, staff or public.

Revised 03/17/25 o Processes documents and materials (e.g., transcript requests, registrations, transfers, scholarship applications, employment verification, social security benefits, schedules, agendas, mail, etc.) for the purpose of disseminating information to appropriate parties, i.e., students, parents, colleges, etc. o Records attendance; enters attendance information into computer; prepares attendance summaries. o Updates and maintains student records to include the confidential, discipline, health, and cumulative files. Enters student data in to eSchoolPLUS. Generates discipline audits and harassment reports.

Non-School based position functions may include: o Creates and maintains website. o Enters and verifies all payroll and accounting information. o Maintains construction files for ongoing capital fund projects. Follows projects through to completion with various files, reports, budgets, contracts, bonds, insurance, and legal claims. o Maintains and oversees budget, invoices, purchasing and shipping of all materials. o Performs background checks on potential volunteers, employees, and drivers for the purpose of approving service throughout the district, following WSP guidelines and confidentiality. o Processes and approves and/or denies intra-district and inter-district transfer requests and coordinates with Chief Academic Officers, building administrator and office staff to facilitate transfers. o Resolves payroll and accounting problems for the purpose of complying with state school district accounting requirements. o Reconciles purchase orders with delivered materials. o Responds to attorney requests on legal claims by request of Director of Capital Projects. o Reviews and activates new students daily via IEP online, verifies and updates IEP tracking and data entry.

Other Job Functions may include: Assists other personnel as may be required for the purpose of supporting them in the completion of their work activities. Assists in development and dissemination of program promotional materials (e.g., flyers, newsletters, brochures, web site, etc.) Cross trains with all others for the purpose of providing appropriate coverage. Maintains a variety of manual and electronic documents, files, and records for the purpose of providing up to date reference and audit trail for compliance to governmental regulation and board policy. Maintains postage records; prepares and stamps outgoing mail; replenishes supplies for all office equipment with postage meter. Maintains school/department website. Monitors and collects fines for outstanding materials and activities. Organizes and prioritizes workload to maintain high quality of customer service both internally and externally. Participates in meetings workshops and seminars for the purpose of conveying and/or gathering information required to perform various functions of the job. Provides customer service to students, staff, parents, and the community providing detailed and accurate information.

Revised 03/17/25 Performs other related duties as assigned. Prepares a variety of reports; updates and maintains records. Receives, opens, and distributes incoming mail; prepares items for outgoing mail. Responds to requests from various agencies, courts, colleges, former students, etc. Takes periodic inventory of supplies; troubleshoots minor malfunctions in office equipment.

Minimum Qualifications: Education High school graduation or equivalent

Knowledge and Skills Required Knowledge, Skills, Abilities: Verbal articulation of processes and detailed information required. Basic writing skills required, using proper English and good grammar (i.e., for personal use and use by others) Working knowledge of position expected at time of hire - expected to learn some on duties the job. Position is occasionally responsible to stay current on tools and resources used within major scope of position. Basic multi-step calculations required (i.e., fractions, percentages, money, time conversion, basic balancing/reconciliations) Intermediate knowledge of software applications required (i.e., Destiny, BusinessPlus cash receipting and purchase orders, eSchoolPlus, Red Rover Absence System, spreadsheets, formulas)

Responsibility Collaborates within an internal work group and/or specific location. Interactions may include occasional conflict resolution with discussions of differing points of view. Limited independent decision making required, position typically works within clearly established procedures and direction. Some job duties require intermediate discretion of sensitive information within work group and district (i.e., budgets, student medical, student discipline, assessment data, grades) Limited leading or monitoring of others required (i.e., occasionally monitors students or leads work of hourly/substitute staff)

Working Conditions Position has infrequent interruptions with limited impact to priorities of primary work responsibilities. Position may assist Nurses and Health Assistants with basic first aid and student care, as needed. Position requires regular physical exertion associated with an office environment.

Licenses/Special Requirements: Criminal Justice fingerprint clearance. Must pass district clerical testing, and additional testing upon interview. First Aid/CPR/AED Required with 45 days of employment and while in the position.