Secretary/Clerical Assistant @ PES

CARTER COUNTY JOB DESCRIPTION

BASIC FUNCTION:

Perform routine typing and general clerical activities in support of a school or District function, including instructional programs, school sites, personnel, mail services, food services and financial services; apply procedures and policies within clearly specified procedures.

DISTINGUISHING CHARACTERISTICS:

Clerical Assistant I incumbents are assigned routine and repetitive general clerical duties requiring no previous experience.  Incumbents in the Clerical Assistant II class perform a variety of responsible clerical support duties including typing, filling, recording and processing information, answering telephones and providing information to parents, students, faculty and others.  Clerical Assistant incumbents perform specialized clerical duties to provide sole clerical support for an assigned function.  Incumbents are required to exercise independent judgment and may be assigned lead duties.

REPRESENTATIVE DUTIES:

• Perform routine typing and general clerical activities in support of a school or District function, including instructional programs, school sites, personnel, mail services, food services and financial services.

• Type written materials such as letters, memoranda, bulletins or reports from straight copy or rough draft on a typewriter or computer terminal.

• Receive visitors; answer telephone and refer telephone calls and visitors to appropriate personnel; answer routine questions according to established guidelines; schedule meetings and appointments.

• Maintain and update records, inventories, index and cross reference files; maintain inventories of assigned materials, documents and equipment.

• Perform basic arithmetic calculations; receive and process various forms and documents, including financial and statistical documents; conduct general research duties as assigned.

• Receive, sort and distribute incoming and outgoing mail.

• Duplicate items; package and distribute completed correspondence and other materials.

• Assure the timely distribution and receipt of records, reports and bulletins as directed.

• Receive shipments of materials; inspect and verify for accuracy of quality, quantity and type of materials; notify supervisor of damage.

• Perform routine typing of reports from detailed copy; post records; proof completed typing assignments.

• Make telephone calls as directed; take and relay messages.

• Operate a variety of office equipment including calculator, copier, computer and other machines pertinent to the assignment.

• Provide work direction to student aides as assigned.

• Collect monies and maintain related financial records as required by the assignment.

• Perform related duties as assigned.

KNOWLEDGE AND ABILITIES:

            KNOWLEDE OF :

• Modern office practices, procedures and equipment
• Alphabetical, numerical and subject matter filing systems
• Correct English usage, grammar, spelling, punctuation and vocabulary
• Telephone techniques and etiquette
• Basic Math
• Basic operation of standard office machines, including computer terminals
• Basic record-keeping techniques

ABILITY TO:

• Perform clerical duties such as filing, copy, typing and maintaining routine records
• Operate a copier, computer, typewriter, and calculator
• Learn to operate a computer terminal and peripheral equipment
• Learn policies and procedures of assigned program
• Make arithmetic calculations quickly and accurately
• Understand and follow oral and written directions
• Meet schedules and time lines
• Type at 35 words per minute
• Work cooperatively with others