JOB TITLE: Office Assistant
DEPARTMENT: Non-Public School/Mental
REVISION DATE: October 2009
HOURS: Full Time/School Calendar
FLSA STATUS: Non-Exempt, Regular
REPORTS TO: School Administrator
WORKS WITH: School Staff & Students
The Office Assistant at Youth for Change’s Non-Public School/Mental Health Services shall
provide all required administrative and clerical support to these programs in all aspects of its
operations. The Office Assistant reports to the School Administrator.
Internal Relationships: School Administrator/Staff, Students and other YFC Staff.
External Relationships: Parents, Community/County Agencies and Therapists.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Answer all incoming telephone calls (busy phones).
Take messages, calls to voice mail, etc.
Screen visitors entering the school building, ascertains the nature of their business, and
directs them to the proper person or room.
Maintain student attendance records and prepares related reports.
Maintain student confidential and cumulative files.
Prepare and maintains official student transcripts.
Process student enrollments, transfers, and withdrawals.
Prepare official intake papers and Parent/Student Handbook.
Prepare requisitions for supplies and equipment.
Compile and prepare a variety of records, reports, memorandums, and other materials.
Maintain inventory as assigned.
Maintain employee Professional Development List: DOB, DOH, Mental Health
Trainings, CPR, First Aide and Water Safety
Operate/maintain office machines.
Organize and maintains office files and records.
Sort and distribute interoffice and post office mail.
Perform bookkeeping duties, including handling money, and making financial reports and
Assist in scheduling therapy rooms.
Coordinate meetings and schedules as assigned. Document and post weekly staff
Coordinate and maintain records for staff office space, phones, parking, company credit
cards and office keys.
Assist in typing mental health notes and client plan.
Provide liaison for mental health clients in establishing appointments.
Inform mental health clinicians of impending documentation deadlines.
Assist in mental health chart filing and clerical duties.
Prepare mental health packet for intakes and assessment.
Photocopy machine troubleshoot, monthly meter readings on school copiers.
Administer and dispense medication as needed.
Maintain proper medication authorization forms.
Maintain office lobby in neat and clean appearance.
Seasonal decoration of office lobby.
Perform other duties as may be required.
Other duties and special projects as assigned.
*Nothing in this job description restricts management’s right to assign or reassign duties and
responsibilities to this job at any time.
EDUCATION and/or EXPERIENCE:
Knowledge of Microsoft Office and telephone protocol. Duties require professional
verbal and written communication skills and the ability to type 50 wpm. This is normally
acquired through one to three years of clerical experience.
Demonstrate competency in clerical and administrative tasks including the operation of
an advanced computer system with proficiency in MS Word, Excel, Access, Outlook and
The ability to work effectively in a team environment.
Ability to work with potentially violent, emotionally disturbed adolescents.
The ability to communicate effectively with students in the school and all members
of the school staff.
The ability to communicate effectively with the school community and with outside
The ability to effectively perform the clerical duties required at the school.
The ability to effectively perform the administrative support duties required at the
The ability to multitask and prioritize.
The ability to be flexible and patient.
The ability to take initiative.
The ability to grow.
The ability to accept increasing responsibility as delegated by the Principal of the
The ability to maintain, in the strictest confidence, information received concerning
any school matter.
The desire and ability to engage in continuing education and skills upgrading.
Ability to read and comprehend simple instructions, short correspondence, and memos.
Ability to write simple correspondence. Ability to effectively present information in one-
on-one and in small group situations to co-worker, vendors, and employees of the
Ability to add, subtract, multiply, and divide.
Ability to apply common sense understanding to carry out instructions furnished in
written, oral, or diagram form. Ability to deal with problems involving a few concrete
variables in standardized situations.
If the use of your personal vehicle is necessary for Youth For Change business, you will be
responsible for keeping a mileage record and submitting it to your supervisor for reimbursement.
Proof of current liability insurance on personal vehicle must be provided at time of employment
and when it expires. Personal vehicle insurance is the primary coverage in case you are in an
accident in your vehicle while on business for YFC.
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.
The following lists physical demands an employee will perform on a regular basis:
Viewing a computer monitor
Twisting Neck and Waist
On the phone
Reach with hands and arms
Talking and/or hearing
The following lists physical demands an employee may perform on an occasional basis:
Stoop, kneel crouch or crawl
Pushing & Pulling
Handwriting (Simple grasping and repetitive hand-use.)
Lifting (average weight 10 lbs.)
This position regularly requires being able to work at close vision (clear vision at 20 inches or
less) and to adjust focus (ability to adjust the eye to bring an object into sharp focus); distance
vision (clear at more than 20 feet).
The typical noise level in the work environment of this position is of moderate notice. On
occasion, you may be subject to a loud noise level from the accumulation of activity in the lobby
area. Ability for auditory distinction during load peak times.
WORK ENVIRONMENT – SOCIAL:
Employee shall work in a non-hostile work environment. This is, the employee is expected not to
engage in any activity that unreasonably interferes with performance of any other employee, such
as sexual harassment, unlawful discrimination or any other behavior unduly demeans or
intimidates another employee.
As an essential function of this position, the employee must be able to handle levels of stress
satisfactorily and be congenial with other employees, clients, community and vendors at all times.
Any offer of employment is contingent upon taking and passing a health screening /TB
test, which is required to have within the first 7-days from start date (or your most recent
TB test within the last year). The examination assesses a candidate’s ability to meet the
physical demands of the position with or without accommodation in accordance with
applicable statues for applicants with disabilities.
Current C.P.R. and First Aid certification or scheduled to certify within the first 45-days.
Any offer of employment is also continent upon taking and successfully passing a
criminal background investigation (fingerprinting/live scan); the guidelines set forth by
the Department of Justice in accordance with the State’s Penal Code Section 11105.2.
Any offer of employment is also contingent upon having a DMV record that passes the
criteria from the Agency’s insurance carrier and providing said record at time of
employment and receiving good and valid rapports on reference checks.
Applicants who refuse to submit to testing or who do not pass all tests or provide required
documents, will not be hired or retained in employment.
By signing this form regarding the job description outlined above, I am stating that I am able to
perform the duties as outlined including the physical demands and required hours.
Employee Name (Print)
Employee Signature Date: