Substitute - Clerical Office Support

DEFINITION To perform a variety of complex and responsible clerical duties in support of an assigned school site or office. DISTINGUISHING CHARACTERISTICS This is the journey level class within the School Office Assistant series. Employees within this class are distinguished from the School Office Assistant by the performance of the full range of duties as assigned. Employees at this level receive only occasional instruction or assistance as new or unusual situations arise, and are fully aware of the operating procedures and policies of the work unit. SUPERVISION RECEIVED AND EXERCISED Receives general supervision from an assigned supervisor. May exercise technical and functional supervision over student assistants. EXAMPLES OF IMPORTANT RESPONSIBILITIES AND DUTIES--Important responsibilities and duties may include, but are not limited to, the following: Perform a variety of complex and responsible clerical duties for an assigned school site involving frequent and responsible contact with students, staff and the general public. Provide clerical support for assigned administrative personnel; act as resource person for school or office policies and practices; provide information regarding facts and interpretations of programs or District policies or procedures. Compile and maintain a variety of statistical records and reports; post changes as needed; may operate computer terminal to input or update a variety of data. Prepare, and type correspondence, memoranda, and statistical reports; process purchase orders and requisitions, and assist in preparation of the budget. Collect and account for money collected in conjunction with fund-raising and other school activities; issue receipts; prepare deposits. Prepare documents based on data obtained from records and other sources; process data in accordance with prescribed procedure; prepare periodic reports involving research from various sources; maintain records. May post data to student body accounts including purchase orders and interest earnings; print checks for approved payments; obtain signatures and distribute checks. Organize office work, make appointments and schedule meetings for administrators and other personnel; confirm meetings; maintain files and records. Perform a variety of responsible clerical duties in the processing of student actions and maintenance of student records including suspension, transfers, expulsion reports, student attendance records and permanent student files. Deal directly with students, parents, and the public to respond to questions, schedule appointment and interviews, and assist in carrying out the purpose of the office with respect to student matters; prepare and send transcripts. EXAMPLES OF IMPORTANT RESPONSIBILITIES AND DUTIES May assist with proficiency testing; prepare lists; notify participants; proctor, collect and process tests; record test scores; prepare parent notification letters. Type and maintain rosters, schedules and activity calendars. Prepare cash box or boxes for athletic events and dances; reconcile cash after event; prepare deposit. Operate various office machines and equipment as required. Assist other clerical personnel in the performance of a variety of clerical duties as assigned. May provide work direction to student assistants as assigned. Perform related duties and responsibilities as required. QUALIFICATIONS Knowledge of: Modern office practices, procedures and equipment including filing systems and receptionist and telephone techniques and etiquette. Principles and procedures of record keeping. English usage, spelling, grammar and punctuation. Basic mathematical principles. Ability to: Learn, understand and apply the rules and regulations of assigned function or office. Understand and follow oral and written instructions. Respond to requests and inquiries from the general public. Maintain records and prepare reports. Make arithmetical calculations quickly and accurately. Establish and maintain a variety of files. Perform responsible clerical work with speed and accuracy. Work independently in the absence of supervision. Type and enter data at a speed necessary for successful job performance. Operate a variety of office equipment. Plan, organize and prioritize work in order to meet schedules and deadlines. Communicate clearly and concisely, both orally and in writing. Establish and maintain effective working relationships with those contacted in the course of work. EXPERIENCE AND TRAINING GUIDELINES--Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be: Experience: Two years of increasingly responsible general clerical experience. Training: Equivalent to completion of the twelfth grade supplemented by clerical training.