What are the responsibilities and job description for the Office Clerk position at TWIN SPRUCE JUNIOR HIGH SCHOOL?
*This position is 8 hours per day/193-day school year.
Purpose Statement:
The job of Office Clerk is done for the purpose/s of providing clerical support to assigned personnel; communicating information to staff and the public; providing complete and accurate records; providing information and/or direction as may be requested; and generally assisting in the efficient and effective functioning of the assigned school(s). This job reports to Building Principal.
Essential Functions:
• Assists with compiling student records (e.g. birth certificates, transfers, immunization, etc.) for the purpose of meeting state, federal and/or district requirements.
• Assists in contacting and working with building substitutes for the purpose of ensuring that all assigned classes and positions are covered by a substitute in the case of an employee absence.
• Collects payments and/or fees for the purpose of completing transactions as assigned.
• Communicates with a wide variety of individuals (e.g. students, teachers, parents, staff, juvenile probation, etc.) for the purpose of providing information, resolving problems and coordinating activities and processes.
• Coordinates activities (e.g. appintments, trips, etc.) for the purpose of maintaining efficiency of department operations, compliance with district, state and federal regulations and productivity of department personnel.
• Directs the activities of student workers as needed and/or assigned for the purpose of guiding and monitoring their activities; maximizing their efficiency and meeting work requirements.
• Ensures accuracy of attendance records (e.g. verification of forgeries, truancies, etc.) for the purpose of complying with state laws governing attendance accounting.
• Maintains a variety of (confidential and non-confidential) records and/or files (e.g. lunch accounts, rosters, daily student attendance, periodic reports, policy and procedures binders, substitute lists, grade reports, transcripts, master schedules, etc.) for the purpose of providing documentation for audit purposes and meeting state, federal and administrative requirements.
• Maintains or assists in maintaining an inventory of office supplies for the purpose of ensuring availability as needed.
• Monitors students referred for illness or disciplinary action for the purpose of ensuring their safety and welfare as assigned.
• Operates automated student attendance system and other software as needed for the purpose of accurate tracking and documentation of student attendance information, as assigned.
• Performs record keeping and general clerical functions (e.g. proofreading, filing, copying, faxing, etc.) for the purpose of supporting departmental operations.
• Prepares a variety of documents and materials (e.g. notes, standardized correspondence, calendars, meal counts, marketing materials, presentations, handouts, periodic reports, purchase orders, work orders, field trip lists, detention lists, counseling groups, passes, memos, letters, etc.) for the purpose of communicating information to school and district personnel, the public, state officials, documenting activities, etc.
• Processes documents, forms, reports and materials (e.g. reports, cash payments, requisitions, re- certifications, fees, mail, applications, lunch counts, etc.) for the purpose of disseminating information, determining eligibility and/or completing transactions.
• Receives and distributes supplies and correspondence from a variety of sources to building staff (e.g. US mail, inter-campus mail, outside vendors, etc.) for the purpose of ensuring that materials received are in good condition and distributed to the correct party(s) in a timely manner.
• Responds to inquiries of staff, the public, parents and/or students for the purpose of providing information and/or direction as may be required.
• Supports assigned administrators and building certified staff for the purpose of ensure all assigned building operations are appropriately planned for and maintained.
Other Functions:
• Assists other personnel, as may be required, for the purpose of ensuring an efficient and effective work environment.
• Attends meetings (e.g. trainings, inservice, etc.) for the purpose of receiving and/or conveying information.
Job Requirements: Minimum Qualifications
SKILLS are required to perform multiple tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skill based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment; performing standard bookkeeping; and preparing and maintaining accurate records.
KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and understand complex, multi-step written and oral instructions. Specific knowledge based competencies required to satisfactorily perform the functions of the job include: business telephone etiquette; and concepts of grammar and punctuation.
ABILITY is required to schedule activities, meetings, and/or events; gather, collate, and/or classify data; and use job- related equipment. Flexibility is required to work with others in a wide variety of circumstances; work with data utilizing defined but different processes; and operate equipment using defined methods. Ability is also required to work with a diversity of individuals and/or groups; work with a variety of data; and utilize specific, job-related equipment. Problem solving is required to identify issues and create action plans. Problem solving with data requires independent interpretation of guidelines; and problem solving with equipment is limited. Specific ability based competencies required to satisfactorily perform the functions of the job include: communicating with diverse groups; adapting to changing work priorities; meeting deadlines and schedules; setting priorities; working as part of a team; working with detailed information/data; and working with frequent interruptions.
Responsibility:
Responsibilities include working under limited supervision following standardized practices and/or methods; providing information and/or advising others; utilization of some resources from other work units may be required to perform the job's functions. There is a continual opportunity to have some impact on the organization’s services.
Working Environment:
The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling, some stooping, kneeling, crouching, and/or crawling and significant fine finger dexterity. Generally the job requires 60% sitting, 20% walking, and 20% standing. The job is performed in a generally hazard free environment.
Experience
Job related experience is desired.
Education
High School diploma or equivalent.
Required Testing
None
Certificates & Licenses
CPR Certification; training provided
Continuing Educ. / Training
None Specified
Clearances
Criminal Justice Fingerprint/Background Clearance
Salary : $17 - $19