School Clerical Assistant

Overview

Under direct supervision, the role supports school-based operations by assisting with administration of special programs, aiding faculty and staff, and providing general clerical support. Primarily an entry-level administrative position, duties include managing attendance, supporting program placement, and maintaining order in work areas.

Key Duties

• Respond promptly and courteously to internal and external stakeholders, reflecting positively on the school district.
• Support assessment and coordination of special academic programs, including student transportation and group organization for testing.
• Assist teachers with daily attendance tracking for both special programs and regular classes; prepare referrals and associated documentation; track and file home visit forms.
• Help place new students in special academic programs and distribute placement information appropriately.
• Enter assessment details into databases and spreadsheets, including names, teaching assessments, and placements.
• Prepare and organize student assessment folders and maintain filing systems.
• Support directing teachers with daily attendance management for special programs.
• Assist teachers with daily tasks like gathering supplies, making copies, and handling report card documentation.
• Order and inventory supplies, accounting for returned materials.
• Coordinate with attendance clerks about student entries and withdrawals.
• Help facilitators prepare materials for faculty meetings and organize documentation notebooks for school administrators.
• Maintain cleanliness and organization of special program rooms and facilities.
• Answer phone calls, provide information and assistance, and forward messages appropriately.
• Monitor and patrol designated areas as required.
• Operate department machinery such as laminators, copiers, and poster makers.
• Stay updated on current technology used in the school district by attending training to maintain necessary skills.
• Ensure accuracy and timeliness in handling information relevant to job duties.

Additional Duties

Perform related tasks as assigned by management that logically align with the position's responsibilities.

Minimum Qualifications

• High school diploma or GED.
• Up to six months of prior office-related experience or training, or an equivalent blend of education and experience.

Performance Competencies

• Data Utilization: Ability to collect, record, copy, and transcribe information following set procedures; assess if data matches prescribed standards.
• Human Interaction: Communicate effectively within established guidelines to obtain and clarify information.
• Equipment Operation: Skill in using equipment like copiers, laminators, and tools necessary for departmental duties.
• Verbal Aptitude: Capability to use various reference materials.
• Mathematical Aptitude: Perform basic arithmetic operations including addition, subtraction, multiplication, and division.
• Functional Reasoning: Follow detailed instructions for routine tasks, exercising some independent judgment where applicable.
• Situational Reasoning: Make decisions in repetitive environments governed by set protocols.

Physical and Environmental Requirements

• Physical abilities include light physical work, such as occasional lifting or moving of objects up to 10 pounds, and extended periods at a keyboard or workstation.
• Sensory abilities involve clear visual discrimination and oral communication skills.
• Work is conducted indoors without exposure to adverse environmental factors.
• Reasonable accommodations for disabilities are provided to enable essential job functions upon request.