] Office of Human Resources - Montgomery County Public Schools

OFFICE OF HUMAN RESOURCES AND DEVELOPMENT → CLASSIFICATION → OFFICE ASSISTANT IV, ISAO INTAKE ASSISTANT

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Office Assistant IV, ISAO Intake Assistant

MONTGOMERY COUNTY PUBLIC SCHOOLS CLASS DESCRIPTION
OFFICIAL TITLE: Office Assistant IV CODE: 4050 SQ/OQ: Senior Qualified
WORKING TITLE: Office Assistant IV, ISAO Intake Assistant GRADE: 11 MONTHS: 12
SUMMARY DESCRIPTION OF CLASSIFICATION: Under general supervision performs varied and responsible office and clerical work requiring an understanding of office or unit operations Workers are responsible for ongoing assignments that are part of an important office operation they follow through with work related to their assignments by checking and confirming scheduling coordinating and arranging data information or activities to complete assignments Assigned processes are complex in that they contain several variables which must be checked and verified updated or corrected or searched and obtained from other sources and which require extensive follow through to ensure accurate timely and complete results The work requires interacting with other units throughout MCPS and with the public and students parents requiring semi technical information about the requirements for admissions of students in MCPS On a daily basis workers perform language interpreter services in support of the International Student Admissions Office ISAO including explanation of federal state and local regulations for the admission of international and foreign students The work emphasizes an understanding of different cultures and how these affect parent s guardian s responses to schooling and to U S customs.
MINIMUM QUALIFICATION STANDARDS
KNOWLEDGE, SKILLS, AND ABILITIES: MCPS typing test required with the minimum required score achieved. Working knowledge of business English and spelling, modern office practices and procedures, and office equipment including computer terminals, desktops computers, printers, scanners, and similar devices. Ability to perform quickly and efficiently a wide range of standard office clerical tasks. Working knowledge of MCPS organization and internal office procedures. Ability to maintain complex record systems, detect and correct problems or errors in the work, complete data from such records. Ability to patiently explain work requirements. Ability to patiently explain application process to students and parents and demonstrate the ability to handle questions, give directions, and otherwise assist large groups of people. Ability to make decisions based upon experience, good judgment, and established departmental policies, procedures and regulations. Ability to operate word processing equipment with proficiency. Native fluency of a foreign language. Some knowledge of school programs and procedures. Ability to interpret and translate spoken and written communications in a foreign language. Ability to understand customs and viewpoints of persons from other cultures. Good oral and written communication ability and excellent human relations skills. Knowledge of and the ability to meet the seven core competencies of the Supporting Services Professional Growth System (SSPGS).
EDUCATION, TRAINING, AND EXPERIENCE: High School or GED diploma required. One year experience in progressively responsible office, general clerical or typing work. Experience in dealing with persons of other cultures. Have extensive knowledge of services available in the community to the international population. Other combinations of applicable education, training, and experience, which provide the knowledge, abilities, and skills necessary to perform effectively in the position, may be considered.
CERTIFICATE AND LICENSE REQUIREMENTS: None
PHYSICAL DEMANDS: (Special requirements such as lifting heavy objects and frequent climbing.) Designated positions may require sustained operation of keyboard devices.
SPECIAL REQUIREMENTS: (Frequent overtime or night work required, etc.) Restrictive use of leave of absence during summer and winter peak enrollment periods. Needs to work evenings and weekends during peak enrollment periods. MCPS typing test required with the minimum required score achieved.
OVERTIME ELIGIBLE: Yes

EXAMPLES OF DUTIES AND RESPONSIBILITIES:

(The duties listed are typical examples of the work performed by this job classification. This is not an exhaustive statement of duties, responsibilities or requirements and does not limit the assignment of additional related duties for the position. Not all duties assigned are included, nor are all duties listed performed in every office or every day.)

1. Enters computerized information on international students database using FileMaker Pro and Excel and assists in preparing computerized periodical enrollment reports.

2. Maintains updated over 20,000 international student files.

3. Performs receptionist duties at a main counter or desk serving large number of visitors and callers; provides detailed information in response to inquiries; uses judgment to direct persons to appropriate staff or other offices.

4. Attends incoming immigrant families; explains to parents speakers of other languages regulations related to the admission of students in school; translates documents related to school admission printed in a foreign language.

5. Answers thousands of telephone calls in English and in a foreign language as needed regarding admission regulation and requirements, school programs and services, community programs and services-Maintains current information for referrals to ESOL testing, METS, Pre-kindergarten and Head-Start program, Residency Compliance Office, and community services for incoming immigrant families.

6. Refers parents and the general public to ethnic groups, community organizations, and government agencies serving the international population.

7. Maintains files of students with incomplete documentations, sends periodic written reminders to parents to complete the enrollment process, reviews missing documentation when presented, and clears students to be enrolled in school.

8. Assists in the training of part time staff during peak enrollment periods.

9. Assists administrative secretary with tasks related to the preparation of the bi-weekly payroll-Works evenings and weekends when required during peak enrollment periods.

10. Performs related works as required.
Class Established: 7/1992
Date(s) Revised: 7/1993, 7/2009
Last Reviewed:

This description may be changed at any time.