Clerical Aide

POSITION:            Clerical Aide   (Part Time 5 or 5 ½ hours)

                                                    (Full Time)

POSITION GUIDE: Non–Certified Personnel 

9 Months 

Bargaining Unit Position

Non-Exempt 

SALARY AND BENEFITS:  In accordance with the collective bargaining agreement between the Board of School Inspectors of School District 86, Collective Bargaining Agreement - Joliet #86 School Related Personnel Council Aft-Local 604 found on the following link:   Support Union 

*Maximum 5 years full-time Experience

FUNCTION:  

The job of "Clerical Aide” is to provide clerical support to assigned Principal / Coordinator/office personnel.  Under their direct supervision, the position requires filing reports into students’ cumulative folders, preparing new files,  maintaining an inventory of supplies and forms, keeping written logs,  researching prior records of students, and entering and maintaining records and documents.

REPORTS TO:       Principal 

Assistant Principal

Academic Advisor 

RELATES TO:         District Administration

School Staff

Students 

Parents

PTA/PTO

SUPERVISES DIRECTLY: No one, unless temporarily assigned

QUALIFICATIONS:

1. High School Graduate or  Equivalent 
2. Capable of typing 40 w.p.m. and performing other office tasks
3. Fluent in Reading, Writing, and Speaking English     
4. Must have computer experience
5. Must pass District Technology Test 

ESSENTIAL DUTIES AND RESPONSIBILITIES: 

• Greet visitors, students, and staff, answer incoming telephone calls, provide appropriate information, or take messages and refer to appropriate staff.
• Record student daily attendance: Check voicemail system and take parents’ calls regarding absent students. 
• Record absentee reasons. Call parents of unverified, absent students to determine the reason for absence/late arrival.
• Maintains records (e.g., student files, enrollment cards, student schedules, etc.) for the purpose of providing reference to appropriate school staff and district staff as required. 
• Files written materials (e.g., copy of document, enrollment records, memos, etc.) to convey information regarding students to the school and/or other receiving school District.   The purpose is to provide and receive information from appropriate parties for action and for maintaining accurate records. 
• Maintains confidentiality of information about students, families, employees, issues, and situations in the course of performing job functions 
• Responds to inquiries of students, parents, staff, etc. to provide information or a copy of files and/or directions as may be required. Following the school policy on student records. 
• Assists in the organization and filing of records; assists in coordinating meetings as needed for translating and/or gathering information required. 
• Schedules and reschedules appointments/conferences with parents for teachers or the principal.
• Uses office machines and software to include multiple line telephones, voice mail, document shredder, computer, e-mail, internet, scheduler, contact listings, copier, printers, fax machine, electric stapler, etc. to complete various office tasks. 
• Responds to employees, co-workers, and superiors cooperatively and professionally; provides support to other department personnel by responding to requests for information and assistance; facilitates a respectful, friendly atmosphere in the workplace.
• Provide general clerical assistance to the school secretary and other staff: word processing, report generation, maintaining schedule, copying, filing, distributing mail, faxing, or data entry.
• Use the Student Information System as needed to enroll students, change student schedules, or address other student or curricular needs as directed.
• Use the District computer and general office equipment. Demonstrate proficiency using the technology and computer-based programs provided by the District. Use these programs to effectively manage and organize files, communication, records, and databases.
• Performs other related duties and responsibilities as may be assigned by the School Principal or his / her designee.  

The information contained in this job description complies with the Americans with Disabilities Act and is not an exhaustive list of the duties performed for this position.  Additional duties performed by the individual holding this position may be assigned.

LANGUAGE SKILLS:

Must have the ability to comprehend simple instructions, read correspondence and memoranda, and communicate effectively with all stakeholders.  Must have the ability to write clear and concise memoranda, directives, or letters without close supervision.   Must have the ability to orally present information effectively to parents and the general public.

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. While performing the duties of this job, the employee is frequently required to sit; use hands to finger, handle, or feel; talk; or hear. The employee is occasionally required to stand, walk, and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, and depth perception. 

WORK ENVIRONMENT 

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Usually, normal office working conditions. The noise level in the work environment is quiet to moderate.