Chief Clerk -1.0 FTE - Holladay Annex

POSITION SUMMARY :

This position is responsible for the preparation of reports and tracking information on a variety of complex departmental information including financial and inventory data as well as organizing and overseeing major projects and controlling complex or confidential files.

The Chief Clerk is also responsible for coordinating activities of the department with other organizations in and outside the District and interprets District policies, regulations and procedures.

KEY RESPONSIBILITIES & PERFORMANCE DESCRIPTION :

• Serves as a customer service representative and is responsible for dispensing information, providing forms, and directing visitors and phone inquiries to appropriate department and district staff.
• Serves as resource for families, school staff, and departments for District and State policies and regulations concerning enrollment and transfers.
• Responsible for determining what process and forms apply to each situation. Follows through with families and staffs to ensure prompt student enrollment and compliance with enrollment regulations related to residency, transfer, inter-district, hardship, and attendance regulations.
• Assists staff as needed with processing student transfers, inter-district transfers, foreign exchange students, and other enrollment needs.
• Responsible for processing correspondence including mail and faxes, and organizing large mailings, as needed.
• Assists staff in facilitating the implementation of the database record collection for student data that is used for enrollment processes, transfers, and reports.
• Assists families and realtors with boundary information and provides information about neighborhood schools.
• May provide work direction or guidance to a small section of clerical or secretarial or provide secretarial support; train new employees (and student assistants, if applicable).
• Chairs clerical staff meetings and provides feedback to the immediate supervisor; attends staff meetings; takes and transcribes minutes.
• Prepares, runs, and reviews a variety of complex administrative or tracking reports and summaries including payroll for employees as well as monthly, quarterly and year end reports;

monitors reports, identifies and resolves discrepancies.

• Answers the telephone for the immediate supervisor, takes messages and maintains the supervisor’s appointment calendar.
• Composes, types, collates, distributes and files correspondences, complex reports, confidential material, bulletins and other communications.
• Sorts, prioritizes mail and orders supplies.

MINIMUM QUALIFICATIONS :

• High school diploma or G.E.D.
• Four years of progressively responsible full time employment experience in office administration or area related to the position specialization, preferably as a clerk in the District.

PREFERRED QUALIFICATIONS :

• Proficiency using Google and MS Windows-based software, especially database programs.
• Experience using web-based software and communication tools.
• Excellent customer service skills and a commitment to assist families and school staffs.
• Excellent communication skills, both written and oral.
• Ability to work effectively and cooperatively in a team setting.
• Ability to multitask and cope with constant interruptions in an extremely fast paced job and department.
• Highly organized with attention to details and accuracy to work efficiently.
• Ability to use good judgment to manage each situation efficiently and with accuracy.

HOURY RATE RANGE : $27.56 - $33.88

WORK YEAR : 260

FTE : 1.0

Benefits Information

Portland Public Schools (PPS) offers several competitive and comprehensive benefit packages to employees. Fringe benefits include medical, dental, vision, prescription, life and disability insurance, employee assistance program, 403(b) retirement savings plan and various leave and professional development programs.

Depending on the insurance option selected by the employee, there may be an employee contribution toward insurance.

Portland Public Schools is a public employer and participates in the Public Employees Retirement System (PERS / OPSRP). Eligible employees are required by statute to contribute 6% of salary on a pre-tax basis to OPSRP / IAP, after serving six months under a PERS employer.