Office /Special Programs Clerk

Administrative Department Office Manager

Primary Purpose: Organize and manage the routine work activities of an administrative department office and provide clerical services to the department head and other staff members.

Qualifications:

• Education/Certification: High school diploma or GED
• Special Knowledge/Skills: Proficient skills in keyboarding, word processing, and file maintenance Effective communication and interpersonal skills Basic math skills Ability to use personal computer and software to develop spreadsheets and databases and do word processing
• Experience: Three years secretarial experience, preferably in a public education environment

Major Responsibilities and Duties:

• Records, Reports, and Correspondence
• Prepare correspondence, forms, reports, etc., for the administrators and other department staff members using personal computer.
• Compile pertinent data as needed when preparing various state and local reports. Data input into Ascender for various programs.
• Maintain physical and computerized departmental files.
• Assist in collecting required documentation for federal & special programs.
• Accounting
• Perform routine bookkeeping tasks, including simple arithmetic operations, for the campus.
• Answer incoming calls, take reliable messages, and route to appropriate staff.
• Maintain confidentiality of information.
• Collect and enter attendance and PEIMS data into established database and verify accuracy according to established procedures.
• Prepare and print reports, including attendance reports, grades, class or personnel rosters, end-of semester reports, or accounting reports.
• Maintain physical and computerized records, including student cumulative folders, progress and failure reports, class rosters, grade books, and schedule changes if applicable.
• Process new student records, including requesting transcripts and records from other schools, setting up cumulative folder, and entering student data into appropriate databases.
• Assist parents, students, and faculty with questions regarding student attendance.
• Process and transmits requests for student information and transcripts.
• Call parents to verify student absences as needed.
• Report all attendance problems to designated administrator.
• Supervisory Responsibilities: None.
• Equipment Used: Personal computer, printer, calculator, copier, and fax machine.
• Working Conditions: Mental Demands/Physical Demands/Environmental Factors: Work with frequent interruptions, maintain emotional control under stress. Repetitive hand motions; prolonged use of computer.