Working under the direction of the principal, performs a wide variety of responsible clerical duties involving all phases of office work: financial records, pupil attendance and accounting, supplies and equipment, health and safety and general routine. Employee also relieves the principal of administrative details involved in established office procedures. In the smaller schools, an individual is solely responsible for all clerical duties. In the larger schools, employee is aided in work assignment by one or more clerical assistants on either a part-time or full-time basis.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Essential duties and responsibilities include the following. Other duties may be assigned.

(These examples are intended only as illustrations of the various types of work performed. Actual work assignment may vary from school to school depending on the number of office personnel and the directions of the school principal.)

• Reads and routes incoming mail.
• Bookkeeping (elementary and middle schools)
• Pays all school bills
• Computer contact person for the school as assigned by the principal.
• Maintain the absence report for school employees.
• Administers medication to students.
• Locates and attaches appropriate file to correspondence to be answered by employer.
• Files correspondence and other records.
• Answers telephone and gives information to callers or routes call to appropriate official and places outgoing calls.
• Greets visitors, ascertains nature of business, and conducts visitors to employer or appropriate person.
• Types various reports.
• Record minutes of staff meetings.
• Make copies of correspondence or other printed matter.
• Prepares outgoing mail.
• Acts as office receptionist.
• Distributes mail.
• Composes and types routine correspondence.
• Types announcements, bulletins, newsletters and other materials for in-school and home distribution.
• Types reports to central administration, state and federal offices on instruction, in-service meetings, teacher appraisals and confidential reports on medical, psychological and social behavior problems.
• Prepares annual school report.
• Type and file monthly payroll report.
• Keeps office bulletin board attractive and up to date.
• Types weekly or monthly calendar and bulletins.
• Keeps schedule of building use for meetings.
• Arranges for refreshment for meetings held by principal.
• Enrolls new student to the school.
• Helps parents who cannot read or write fill out necessary enrollment forms.
• Make cumulative record and other records, such as health and physical fitness record, for students new to the school.
• Checks to see that cumulative records are received from schools of transferring pupils.
• Verifies birth date information; contacts parents when such data is missing.
• Type transfer and withdrawal notices and secures teachers’ signatures as needed.
• Sees that cumulative record and other needed records are complete for withdrawing or transferring pupils and sent to the pupil records and census office or to the transfer school.
• Checks enrollment of students forms for completeness and accuracy; alphabetizes and sends one set to the pupil records and census office.
• Administers first aid to injured children.
• Calls and checks with parents when a child is to be excused from school.
• Keeps a record of civil defense and fire drills.
• Collects fees for workbooks, student insurance, lost books and other items, deposit these receipts in the bank and reports collections to the central office.
• Pays bills for workbooks and special order items for which funds have been collected.
• Prepares reports on equipment, orders supplies and materials, and assists in conducting school inventories.
• Ability to work tactfully and harmoniously with schools, staff, agencies, parents and/or the public.
• Physical stamina and emotional stability to work effectively under pressure and to keep all aspects of the job under control.
• Ability to command the respect and liking of students.
• Ability to hold records, reports and conversations in confidence.
• Pleasant and correct telephone manner.
• Legible handwriting.
• Ability and initiative to plan, organize and carry out assignments under minimum supervision.
• Ability to maintain regular attendance.
• Neat, well groomed, and appropriately dressed appearance.
• Performs other related duties as required or assigned.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

High School Diploma or GED with additional specialized or technical training. Two to four years job-related experience or equivalent combination of education and experience.

LANGUAGE SKILLS

Ability to read and interpret documents such as safety rules, operating instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to communicate with supervisor and other employees.

REASONING ABILITY

Ability to apply commonsense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

SKILL RELATED

Ability to type a minimum of 60 correct words per minute and to operate office machines such as a typewriter, copying machine and duplicating machine.