Middle Level School Clerk

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 a middle level school and performs related duties as required.


Must currently be a Middle School Clerk.


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, newsletters, instructional materials, contracts, 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.

    • Supervises clerical staff; plans and assigns day-to-day work; reviews and approves work; provides feedback on performance; interviews job candidates and makes recommendations to principal; trains new employees; arranges for temporary clerical assistance as needed.

    • Serves on committees relating to budget allocations; establishes, maintains, monitors and balances school budgets and special funds; maintains petty cash records, pays bills and balances checkbook; completes requests for payment; reallocates unspent line items; maintains records of travel expenses and travel request reimbursements; audits budget reports and reconciles problems; provides monthly budget reports to the Business Office and department chairs as appropriate; collaborates with the principal and bursar on intra-school accounts; receives and secures bursar funds from individual departments; participates in audits as necessary.

    • Prepare reports (e.g., desegregation, staffing, extra-curricular time reports, OSHA, Workers Compensation) as required by administration.

    • Develops and maintains payroll databases; 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 form as necessary; calculates and processes pay for teachers who perform cafeteria and/or lunch room supervision.

    • Maintains bus schedules and route maps for the building; maintains database of students and assigned bus numbers; 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; takes reports on bus accidents and contacts family if necessary; works with the Transportation Department, bus companies and Saint Paul Police Department to resolve disputes or obtain restitution for property damage; informs parents and teachers of bus changes; assists parents to locate corners where buses stop; maintains records of bus routes and stops; orders field trip buses.

    • Makes recommendation for school purchases; develops and initiates cost saving measures; and orders supplies and equipment for the school; verifies that items have been received and distributed 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. Maintains lock box for building keys; ensures that keys are issued appropriately to maintain building security; requests keys to be made as necessary.

    • Reviews information from the Substitute Management System daily; 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.

    • Processes building permits; serves as contact for persons needing space in the building. Contacts custodians when special clean-up projects are required, for room setup and special equipment needs.

    • Serves as contact for the Parent Link/Voice Mail System; trains staff in the use of the system and ensures that the system is functioning correctly.

    • Ensures that office machines (e.g., copiers, 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.

    • 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.

    • Assists administrative staff with developing schedules for students, teachers and other staff as appropriate; organizes Parent/Teacher Conference nights.

    • Develops schedule for school pictures; ensures that picture company contract is followed.

    • 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 AFSCME negotiated labor agreement. The labor agreement and salary schedule can be found at http://hr.spps.org/Labor_Agreements.html. The minimum rate of pay for this position is $17.91 per hour.

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.