Elementary School Clerk

Minimum Qualifications

    • Five years of clerical experience, at least two years of which must have been as a Clerk-Typist 2 or equivalent at an elementary or secondary school, or as a Clerk-Typist 3 or equivalent.

Knowledge, Skills, and Abilities

    • Considerable knowledge of office procedures, practices and policies.

    • Considerable knowledge of school and District policies and procedures.

    • Considerable knowledge of software packages, including word processing, spreadsheet and data base and student information system software.

    • Considerable knowledge of good customer service techniques, including how to de-escalate anger and hostility.

    • Working knowledge of first aid.

    • Some knowledge of child abuse law reporting requirements and procedures.

    • Considerable skill in operating a microcomputer, computer terminal and typewriter with speed and accuracy.

    • Considerable ability to interact effectively with students, parents, teachers, other school personnel and the general public representing diverse cultural, ethnic and socioeconomic backgrounds.

    • Considerable ability to determine priorities and to plan, coordinate and organize work and to respond appropriately when several tasks demand attention simultaneously.

    • Considerable ability to maintain school bookkeeping and budget records and to make arithmetic computations with speed and accuracy.

    • Working ability to follow complex oral and written instructions.


General Statement of Duties

    • Performs skilled clerical and routine administrative work of a complex nature requiring the exercise of independent judgment; serves as the sole or lead clerical support in an elementary school and performs related duties as required.

Supervision Received

    • Works under the general supervision of an elementary school principal or other unit supervisor.

Supervision Exercised

    • May exercise within a unit close to moderate administrative or technical supervision over lower level clerical staff.

Typical Duties Performed

The listed examples may not include all the duties performed by all positions in this class.

    • Provides clerical and routine administrative support to the principal, assistant principal and other school staff members as appropriate, including word processing and/or typing correspondence, records, instructional materials, and Board Agenda items; distributing out-going correspondence; sorting and distributing incoming mail; opening principal's mail and prioritizing or filing; responding to routine correspondence as appropriate; scheduling meetings and ordering refreshments.

    • Answers telephone calls and receives visitors; determines nature of business; supplies information or responds to complaints; routes calls and takes messages; checks in visitors by providing them with a badge and providing directions; prioritizes principal's telephone messages and responds whenever possible.

    • Registers and withdraws students; maintains student records and requests and/or sends student records to other schools as necessary; maintains student attendance records; assigns new students to a classroom and notifies the Transportation Department, the cafeteria and the school nurse to arrange necessary services for students.

    • Maintains employee time, attendance and other payroll records; submits them to the District Payroll Department each pay period; distributes payroll checks; maintains records of leaves-of-absence; submits supplemental pay forms as necessary.

    • Establishes, maintains and balances school budgets and special funds records; maintains petty cash records, pays bills and balances checkbook; completes requests for payment; reallocates un-spent line items; maintains records of travel expenses and travel request reimbursements; audits budget reports and reconcile problems.

    • Coordinates bus scheduling with the Transportation Department and notifies the department regarding new students who require bus transportation, when a new bus stop is required, when students require a bus schedule change and related issues; contacts the Transportation Department to check on late buses or other transportation problems; responds to transportation complaints received at the school; informs parents and teachers of bus changes; assists parents to locate corners where buses stop; maintains records of bus routes and stops.

    • Provides initial response to sick or injured children when a school nurse is not present including contacting parents or calling 911 in emergency situations; administers medications as provided by the school nurse.

    • Signs in substitute teachers and provides them with information about the assignment; checks with substitute desk to find teachers out that day; provides assistance with finding coverage by contacting teachers to cover within the building according to plan established by the principal; completes reports related to staff absences and the use of substitute teachers.

    • Orders supplies and equipment for a school; verifies that items have been received and distributes as appropriate; notifies vendors if an item must be returned; completes property control sheets for maintaining records of school property; maintains records of warranties or guarantees.

    • Ensures that office machines (e.g., copier, fax, laminator, binder, etc.) are in operational order; calls for service on machines as necessary; demonstrates how to use machines to other school staff; records and sends in monthly copy counts.

    • Contacts custodians when special clean-up projects are required, for room setup and special equipment needs; requests keys to be made as necessary.

    • Maintains staff database, including employee emergency information; processes and issues schedules relating to school operations (e.g., hall duty, preptime and lunchroom coverage).

    • Maintains emergency preparedness information, including fire, tornado and bomb emergency plans; maintains school floor plan and updates class schedule.

Pay,Benefits, & Work Schedule

This is a 11 month position working 40 hours per week.

Salary and benefits are in accordance with the AFSMCE Clerical/Technical union negotiated labor agreement. The labor agreement and salary schedule can be found at http://hr.spps.org/Labor_Agreements.html.

Benefits are available to new employees after 30 days of active employment. Benefits include medical insurance, life insurance, sick leave, pension plan, tax-free retirement account, and flexible spending account. Some employee groups also receive vacation, dental insurance and disability insurance. A benefits summary is available at http://www.hr.spps.org/Benefits_Summary_by_Union.html.