Office Clerk (SHS) - Sultan School District

Job Number:                   #61-24-25

Job Title:                        Office Clerk

Location:                        Sultan High School

Opening Date:                September 24, 2024

Closing Date:                  Open Until Filled

Start Date:                      2024-25 School Year

Contract:                         hours/day; 180 days/year

Salary:                             PSE Salary Schedule:

This position's responsibilities are to provide a variety of office support to an assigned school or office, including receptionist activities and composing and typing correspondence and reports; record tracking, providing customer service, operating a computer, assisting ill and injured students in the health room and a variety of other support functions.

Essential Functions:

Depending upon the individual assignment, the Office Clerk performs all or a combination of several of the following duties:

• Performs data entry into district PowerSchool program.
• Serves as receptionist: greets students, parents, staff and the public; answers or refers telephone and in-person inquiries; takes messages; uses tact and confidentiality in dealing with sensitive matters; promotes positive public relations for the district.
• Provides a variety of clerical support such as typing correspondence, reports, and memoranda; composes correspondence as appropriate; maintains a calendar and makes travel and conference arrangements; creates and maintains files; takes minutes at meetings; prepares agendas; performs a wide variety of office support.
• Provides a variety of information about events, schedules and procedures to serve students, staff and the public.
• Maintains student attendance records: tracks attendance and tardy data; takes, verifies and processes student absence excuses; may track student contract violations or maintain and report lunch count; informs administrator and/or parents of student absences.
• Maintains student discipline records: schedules suspensions; prepares and distributes notifications; tracks and verifies discipline timelines and student fulfillment of requirements.
• Assists administrators and counselors in scheduling classes and registering students: sends for and receives student records; enters student registration data and assigns class codes; processes student withdrawals; processes teacher grade reports.
• Maintains a variety of files and records as assigned, such as student lists, facility use permits, and other files and records as assigned.
• Opens and distributes mail.
• Provides first aid to ill and injured students in the absence of the school nurse.
• Serves as a model of positive and effective behavior for students and staff.
• Maintains inventory and records.
• Operates a computer and a variety of software packages such as word processing, spreadsheet, database, desk top publishing, and mainframe computer applications.  Provides a variety of routine and custom reports as requested.
• Other duties as assigned

Other Functions:

• May oversee the work of student assistants; provides guidance and training in office procedures.
• Provides office clerk assistance to other administrators, teachers, specialists and parent volunteers as time permits.
• Provides a variety of building and program services to create a positive learning and teaching environment.
• May supervise students in the office; monitors behavior; listens to student confidences; refers problems to administrators, counselors, teachers or specialists as appropriate.
• Serves as member of educational support team of the district; performs related duties consistent with the scope and intent of the position

Mental Demands:

• Experiences constant interruptions.
• Required to deal with distraught or angry parents and students.
• Required to adapt to shifting priorities and to frequently re-channel work efforts.

Physical Demands:

• Exposed to visual display terminal for prolonged periods.
• Dexterity and precision required in the operation of a computer.
• Required to care for ill and injured children, so exposed to diseases while serving in health room; exposed to bodily fluids in the health room and required to wear gloves as necessary.
• Ability to lift objects weighing up to 40 pounds.

Minimum Qualifications:

• Ability to communicate effectively with students, staff and the public.
• Ability to provide customer service.
• Knowledge of office and clerical procedures.
• Values and promotes a team effort approach to address daily challenges.
• Keyboarding skill at 40 wpm.
• Ability to operate a variety of office machines.
• Ability to operate a computer and learn the operation of specific software programs i.e., Microsoft Office, PowerSchool.
• Knowledge of correct grammar, spelling and English usage.
• Ability to compose and format correspondence.
• Ability to set up and maintain accurate files and records.
• Ability to organize and set priorities for work.
• Ability to maintain strict confidentiality.
• Ability to model positive and effective behavior.
• Ability to establish and maintain effective working relationships with students, parents, staff and the public.
• Ability to follow directions.

Education, License, Certification, Formal Training:

• High school graduation or equivalent and training or experience in general office/clerical work.
• Experience dealing with school-aged children preferred.
• Valid first aid and CPR certification.

CONDITIONS:   EMPLOYEES ARE HELD ACCOUNTABLE FOR ALL FUNCTIONS OF THIS POSITION.  The preceding lists of positions functions, qualifications and requirements are not exhaustive and may be supplemented as necessary.