CLERICAL ASSISTANT - 9 MONTHS

Clerical Assistant

Under direct supervision, performs a variety of clerical, secretarial, bookkeeper, and other minor administrative functions required for the operation of a school/work site and other instructional programs; performs other related duties as required.

The School Secretary is responsible for having assignments which are associated with the operation of a school, instructional program, or worksite. Other distinguishing characteristics include maintenance of confidential student records and more direct contact with students, parents/guardians, and instructional staff at a school/work site.

Recordkeeping/Database Management: Responsible for implementing and maintaining all office and school recordkeeping systems; maintains a comprehensive student database; develops and tracks records and reports related to incidents, accidents, average daily attendance, and test scores; uses both computer and manual filing systems which allow for efficient collection, retention, and retrieval of information; completes forms which include purchase orders, online supply orders, conference/travel claims, mileage claims, timesheets, evaluation forms, enrollment cards, rosters and other related forms; creates and maintains student files; maintains records for teacher and school budgets, student body funds, attendance, and other related records as needed.

Document Preparation: Using a computer, prepares, creates, and composes letters, reports, bulletins, and other documents for the school or instructional programs; answers routine correspondence for the administrator; prepares documents from rough draft, notes, recordings, or oral instructions; prepares reports from confidential records; operates computer and standard office equipment; may provide technical support to staff.

Communication/Customer Service: Acts as liaison between the school site and the general public by conveying information concerning rules, regulations, policies, and laws; greets and directs visitors; addresses standard inquiries by letter, phone, e-mail, fax or personal contact; maintains internal communication system insuring instructional, and support personnel are kept informed of needed information; coordinates the transfer of information between site/program and outside agencies and districts; interacts with and assists students when necessary; assists students and parents/guardians by explaining and enforcing school site requirements; communicates as necessary with supervisor; maintains confidentiality of records.

Site / Program Support: Ensures that appropriate calendars of activities are maintained for the school including establishment of schedules for parent conferences, Individualized Education Plan (IEP) meetings, school visitors, and other meetings; assists in the process of registering new students; coordinates and schedules transportation for students and staff; generates daily substitute list; may assist in arranging and scheduling substitute and temporary employees for the school; greets substitutes and assists with directions and questions; assists administrator and other staff in planning and preparing for staff meetings, in-services, conferences, and workshops; assists in the development of office procedures; insures appropriate security and safety methods are employed within the office; orders supplies and equipment for school/program insuring adequate levels are maintained.

Training and Experience: Any combination of training and/or experience which demonstrates ability to perform the duties as described; a typical qualifying background would include work experience in an office environment involving public contact; experience working at a school site is desirable. Knowledge of: Standard clerical procedures and office operations, English grammar, punctuation, and spelling; business formatting of documents; basic research techniques; standard software applications; budget and accounting principles; standard types of office filing systems; proper telephone etiquette.

Skill and Ability to: Speak one or more languages; Operate standard office equipment; accurately prepare, create, edit, and design memos, reports, letters, and other documents; maintain complex databases and management information systems; learn new software applications; communicate effectively in oral and written form; proofread material and make necessary corrections; utilize time management techniques to organize and prioritize work; read, interpret, and apply rules, laws, and procedures; follow instructions; work independently; maintain confidentiality of student and program information; work cooperatively and effectively with students, parents/guardians, administrators, and the general public.

Qualifications: Sufficient formal and/or informal training to provide the ability to read and write at a level consistent with the requirements of the position. Such alternatives to the above qualifications as the Board may require.

Application Requirements: Completed Application (HireTrue) Resume (uploaded to application) Three (3) returned References (HireTrue) *PLEASE ENSURE ALL INFORMATION IS CURRENT WITHIN A 6 MONTH PERIOD*

Physical Requirements: Physical strength, mobility, dexterity, stamina, and acuity are required to perform job responsibilities.

Alabama State Department of Education