Clerical Assistant

Position Type:
Support Staff/Office/ Clerical Assistant

Date Posted:
9/12/2024

Location:
2 - Jr. High Madison

# work weeks / year

# hours / day

Shift

Hourly rate

Annual shift stipend

38

4

N/A

SY 23/24: $14.00
SY 24/25: TBD

N/A

2024-2025 Hourly rate determined by collective bargaining agreement which is TBD.
This position is approved for the 2024-2025 school year and is NOT eligible for insurance benefits.

Purpose Statement
The job of Clerical Assistant was established for the purpose/s of providing clerical support to assigned school site personnel; communicating information to staff, the public, and other districts; maintaining complete and accurate records; and providing information and/or direction as requested.
This job reports to Administrator/Supervisor
Essential Functions

• Answers questions from internal and external parties (e.g. staff, parents, students, public agencies, etc.) for the purpose of providing general information and/or routing inquiries.
• Collects data from staff, parents, students, etc. for the purpose of preparing reports and/or processing forms.
• Maintains inventory of supplies and materials (e.g. forms, office supplies, etc.) for the purpose of ensuring items' availability.
• Maintains manual and electronic documents files and records (e.g. letters, forms, reports, after school homework, swipe cards, student roster by grade level, new student packet, etc.) for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements.
• Monitors students referred for illness or disciplinary action for the purpose of ensuring student welfare and maintaining a secure office environment.
• Prepares standardized documents and reports (e.g. form letters and memos, calendars, award certificates, periodic reports, etc.) for the purpose of communicating information to other parties and/or agencies.
• Processes documents and materials (e.g. all building printing, daily attendance, lost swipe cards, student registration forms, etc.) for the purpose of providing required information.

Other Functions

• Attends department and/or in-service meetings for the purpose of conveying and/or gathering information required to perform functions.
• Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.

Job Requirements: Minimum Qualifications
Skills, Knowledge and Abilities
SKILLS are required to perform multiple tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skill-based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment including utilizing pertinent software applications; administering first aid; and preparing and maintaining accurate records.
KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and understand complex, multi-step written and oral instructions. Specific knowledge-based competencies required to satisfactorily perform the functions of the job include: business telephone etiquette; communicating with diverse groups; meeting deadlines and schedules; and working with constant interruptions.
ABILITY is required to schedule activities and/or meetings; gather and/or collate data; and use basic, job-related equipment. Flexibility is required to work with others in a variety of circumstances; work with data utilizing defined and similar processes; and operate equipment using standardized methods. Ability is also required to work with a wide diversity of individuals; work with a variety of data; and utilize job-related equipment. Some problem solving may be required to identify issues and select action plans. Problem solving with data may require independent interpretation; and problem solving with equipment is limited. Specific ability-based competencies required to satisfactorily perform the functions of the job include: adapting to changing work priorities; communicating with diverse groups; maintaining confidentiality; working as part of a team; and working with detailed information/data.
Responsibility
Responsibilities include: working under direct supervision using standardized routines; providing information and/or advising others; and operating within a defined budget. Utilization of some resources from other work units may be required to perform the job's functions. There is a continual opportunity to have some impact on the organization's services.
Working Environment
The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling; some stooping, kneeling, crouching, and/or crawling; and significant fine finger dexterity. Generally the job requires 70% sitting, 15% walking, and 15% standing. The job is performed in a generally hazard free environment and in a clean atmosphere.
Experience Job related experience is desired.
Education High School diploma or equivalent.

Attachment(s):

• Cat 2 - Clerical Assistant 7-2010.pdf