Job Number : #61-24-25
Job Title : Office Clerk
Location : Sultan High School
Opening Date : September 24, 2024
Closing Date : Open Until Filled
Start Date : 2024-25 School Year
Contract : hours / day; 180 days / year
Salary : PSE Salary Schedule :
This position's responsibilities are to provide a variety of office support to an assigned school or office, including receptionist activities and composing and typing correspondence and reports;
record tracking, providing customer service, operating a computer, assisting ill and injured students in the health room and a variety of other support functions.
Essential Functions :
Depending upon the individual assignment, the Office Clerk performs all or a combination of several of the following duties :
- Performs data entry into district PowerSchool program.
- Serves as receptionist : greets students, parents, staff and the public; answers or refers telephone and in-person inquiries;
takes messages; uses tact and confidentiality in dealing with sensitive matters; promotes positive public relations for the district.
- Provides a variety of clerical support such as typing correspondence, reports, and memoranda; composes correspondence as appropriate;
- maintains a calendar and makes travel and conference arrangements; creates and maintains files; takes minutes at meetings;
prepares agendas; performs a wide variety of office support.
- Provides a variety of information about events, schedules and procedures to serve students, staff and the public.
- Maintains student attendance records : tracks attendance and tardy data; takes, verifies and processes student absence excuses;
may track student contract violations or maintain and report lunch count; informs administrator and / or parents of student absences.
- Maintains student discipline records : schedules suspensions; prepares and distributes notifications; tracks and verifies discipline timelines and student fulfillment of requirements.
- Assists administrators and counselors in scheduling classes and registering students : sends for and receives student records;
enters student registration data and assigns class codes; processes student withdrawals; processes teacher grade reports.
- Maintains a variety of files and records as assigned, such as student lists, facility use permits, and other files and records as assigned.
- Opens and distributes mail.
- Provides first aid to ill and injured students in the absence of the school nurse.
- Serves as a model of positive and effective behavior for students and staff.
- Maintains inventory and records.
- Operates a computer and a variety of software packages such as word processing, spreadsheet, database, desk top publishing, and mainframe computer applications.
Provides a variety of routine and custom reports as requested.
Other duties as assigned
Other Functions :
- May oversee the work of student assistants; provides guidance and training in office procedures.
- Provides office clerk assistance to other administrators, teachers, specialists and parent volunteers as time permits.
- Provides a variety of building and program services to create a positive learning and teaching environment.
- May supervise students in the office; monitors behavior; listens to student confidences; refers problems to administrators, counselors, teachers or specialists as appropriate.
- Serves as member of educational support team of the district; performs related duties consistent with the scope and intent of the position
Mental Demands :
- Experiences constant interruptions.
- Required to deal with distraught or angry parents and students.
- Required to adapt to shifting priorities and to frequently re-channel work efforts.
Physical Demands :
- Exposed to visual display terminal for prolonged periods.
- Dexterity and precision required in the operation of a computer.
- Required to care for ill and injured children, so exposed to diseases while serving in health room; exposed to bodily fluids in the health room and required to wear gloves as necessary.
- Ability to lift objects weighing up to 40 pounds.
Minimum Qualifications :
- Ability to communicate effectively with students, staff and the public.
- Ability to provide customer service.
- Knowledge of office and clerical procedures.
- Values and promotes a team effort approach to address daily challenges.
- Keyboarding skill at 40 wpm.
- Ability to operate a variety of office machines.
- Ability to operate a computer and learn the operation of specific software programs i.e., Microsoft Office, PowerSchool.
- Knowledge of correct grammar, spelling and English usage.
- Ability to compose and format correspondence.
- Ability to set up and maintain accurate files and records.
- Ability to organize and set priorities for work.
- Ability to maintain strict confidentiality.
- Ability to model positive and effective behavior.
- Ability to establish and maintain effective working relationships with students, parents, staff and the public.
- Ability to follow directions.
Education, License, Certification, Formal Training :
- High school graduation or equivalent and training or experience in general office / clerical work.
- Experience dealing with school-aged children preferred.
- Valid first aid and CPR certification.
CONDITIONS : EMPLOYEES ARE HELD ACCOUNTABLE FOR ALL FUNCTIONS OF THIS POSITION. The preceding lists of positions functions, qualifications and requirements are not exhaustive and may be supplemented as necessary.