Clerical Aide - Attendance/Library

JOB CLASS:      Clerical Aide – Attendance/Library    

REPORTS TO:   Building Principal – Edinboro Elementary School

FLSA:               Non-Exempt

SCHEDULE:      180 days/year; Monday-Friday; 8:45am to 3:45pm (excludes lunch)          

FUNCTIONAL PURPOSE:

The purpose of this position is to provide administrative, clerical, and patron support to school building administrative offices. Employees in this position are expected to provide courteous assistance to the students, staff, and patrons who call, email, or visit in person.    

ESSENTIAL/CORE JOB FUNCTIONS:

• Greet and welcome visitors to the building. Provide visitors with badges.
• Answer, initiate and/or transfer phone calls to respond to parent or patron questions regarding a variety of issues that may include, but are not limited to students, school events, closings, and other matters related to the operations of the school building.
• Assist in maintaining neat and safe working environment in the office and workroom.
• Assist guests, volunteers, and substitute teachers by providing information about the school building and operations. Give school tours or assist in other areas to provide excellence service to building guests.
• Keep accurate records of student attendance on a daily, weekly, monthly and annual basis.  Included in this record-keeping is attendance management through parent calls, paperwork and all formal correspondence to parents, schools, district magistrate and administration.
• Manage student information and demographic information in PowerSchool.
• Provide copying support as needed.
• Serve as a backup to the Administrative Assistant in the event of their absence.
• Calling students to the office
• Assisting in the set-up for first teacher in-service day
• Respond to inquiries and requests for information and assistance with school/district personnel, students, and the general public; provide copies of printed informational materials as requested.
• Refer all guests to appropriate offices or school personnel.
• Input data from discipline referrals into student information systems (PowerSchool).
• Conduct announcements to call students to the office for variety of reasons, announce bus changes, testing, guidance, etc.
• Conduct inquiries into student matters as directed by building principal
• Utilize student information system software to enter information regarding student discipline or changes to student information.
• Special duties as assigned by Principal. 

SECONDARY JOB FUNCTIONS:

• Perform general clerical duties: assist with maintaining functionality of office equipment, distribute interoffice and USPS mail, type correspondence, edit documents, make copies, send and receive fax transmissions.
• Provide assistance in the library during periodical blocks of time throughout the day (as needed).
• Prepare internal communications
• Maintain and process files and databases that may include, but is not limited to employee and/or student data; parent and employee grievances or complaints; departmental programs; training and development information; student information and performance data; departmental supplies, etc.
• Assist with planning and coordinating activities for special events or clubs that support school functions.
• Coordinate or relay changes to student transportation or drop off location.
• Assist with student attendance matters such as tardy students, students who are going home sick, or those who need to be checked out early due to appointments or personal matters.
• Prepare students for withdrawal by collecting and sending necessary documents and contacting assigned teachers and staff members.

MINIMUM EDUCATION, TRAINING AND/OR EXPERIENCE REQUIREMENTS:

High school graduation or equivalent

REQUIRED CERTIFICATIONS

Must maintain updated state required clearances

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:

• Ability to demonstrate patience and compassion when dealing with students and/or parents
• Ability to communicate clearly orally as well as in written and electronic formats.
• Ability to use a computer or other electronic devices for the purpose of communication, budgeting, data recording, location of information, and presentations.
• Ability to use a copier
• Skill in organizing materials and information, electronically or physically to allow for efficient retrieval of information.
• Knowledge of Family Educational Rights Privacy Act (FERPA) regulations and how they may apply to sharing student information with various stakeholders who may be requesting information.
• Knowledge of common administrative tools and processes such as copiers, fax machines, scanners, phone systems, and email.
• Ability to use student information systems proficiently. Currently using PowerSchool.
• Skill in coordinating both long and short term projects.
• Knowledge of computer software applications, particularly the Microsoft Office Suite (i.e Word, Excel and PowerPoint) and other programs used by the district to record information or communicate.
• Knowledge of effective methods to engage diverse members of the community to promote positive relationships in collaborative working relationships.
• Interpersonal skills used to work effectively with teams including skill in managing conflict or differences of opinion between subordinates or supervisors.
• Skill in adapting to fluid work situations or adapting to changes in expectations, procedures, or technology used on the job.
• Problem solving skills using creativity, reasoning, past experiences, and information available to overcome challenges on the job.

PHYSICAL WORK DEMANDS:

• Ability to hear and understand speech at normal levels, outdoors and on the telephone assisted or unassisted by hearing devices.
• Ability to work in a sitting position for extended periods.
• Possess near and far acuity to monitor people, equipment, other objects, or vehicles at near and far distances.
• Ability to stand for extended periods of time.

May be required to lift items such as files or documents weighing up to 5 lbs.

Note: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required and is not intended to be an exhaustive list of all qualifications associated with this job.

General McLane School District is an equal opportunity educational institution and does not discriminate in its educational programs, services, activities or employment practices, on the basis of race, color, religion, sex (including pregnancy, childbirth, and related conditions), sexual orientation, gender identity or expression, national origin, genetic information, disability, age,  veteran status, or any other legally protected class, as required by Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, Sections 503 and 504 of the Rehabilitation Act of 1973, the Age Discrimination Age of 1974, the Age Discrimination in Employment Act of 1967, the Americans with Disabilities Act of 1990, and the Pennsylvania Human Relations Act, and/or any other applicable Pennsylvania or federal law.  For information regarding civil rights; how to request special accommodations; grievance procedures; or the responsible official for compliance with Title VI, Title, IX, and Section 504, please contact the School District administrative offices.