Administrative Clerk II-Health Services

EL MONTE CITY SCHOOL DISTRICT POSITION DESCRIPTION

Position : Administrative Clerk II

Department : Various FLSA : Non-Exempt

Reports To : Department Director or Supervisor Pay Grade : 11

SUMMARY

Performs a variety of complex and responsible clerical, record keeping, profiling and reporting or other support duties usually following well-established policies, procedures and mandated regulations. Assignments are usually at a secondary school site, or equivalent size of specialized department, or educational program.

DISTINGUISHING CHARACTERISTICS

Incumbents assigned to the Administrative Clerk positions may be specialized in attendance, registration, student program, logistics, but are generally used as backup to specialized areas and a generalist performing a range of general clerical, secretarial or office support duties. Advancement potential lies along the higher level Administrative Clerk and Secretary or Office Coordinator career paths. Additional experience and education will include enhanced secretarial skills plus skills specific to path of choice. Additional college level classes may be required.

ESSENTIAL TYPES OF DUTIES (Examples)

Performs the full range of duties assigned to the Administrative Clerk II. Level of duties and / or performance are generally more complex and demanding. May perform any of the following additional duties :

• Profiles Limited English Proficient students by school, grade, LAS test levels and language.
• Updates and reports Language Assessment Scales (LAS) for LEP and Migrant Education students.
• Maintains and updates database records.
• Identifies all eligible students for categorical and non-categorical program participation.
• Maintains District Advisory Committee contact list.
• Types and may create a variety of documents including applications, schedules, bulletins, reports, contracts and lists. Prepares and types letters, memos and correspondence from written notes or oral instructions.
• Maintains confidential information in processing information for compliance with State, Federal and local regulations.
• Verifies confidential information in compliance reports for Federal, State and local agencies.
• Notifies parents and staff of confidential status and other confidential matters.
• Communicates with parents on eligibility issues.
• May schedule, coordinate, and administer tests.
• May serve as a substitute for any staff secretaries or other personnel.

QUALIFICATIONS

Knowledge and Skills : Requires a working knowledge of District, site or special program operations, policies and procedures. May be required to be familiar with State Health and Education codes. Requires considerable knowledge of general clerical and secretarial practices and principles. Requires knowledge of District attendance and registration. Incumbent must have strong communication skills to interact with students, parents, staff and the public.

Abilities : Demonstrated ability to prepare written reports and correspondence and perform general or complex clerical duties with limited supervision. Ability to use SAS, Acess, Excel and other personal computer data management software to merge and query data. Must be able to conduct research and prepare statistical reports. Proven ability to plan, organize and prioritize work to meet schedules and timelines; to deal with frequent interruptions and distractions in a fast paced setting. Must be able to deal with sensitive communications and maintain confidentiality of student information. Requires ability to lead and direct students in a variety of programs and activities. Work is normally performed in an office setting with minimal exposure to health or safety hazards.

Physical Abilities : Requires sufficient arm, hand, finger dexterity to operate keyboard, typewriter and other office equipment. Requires visual acuity to read words and numbers and speaking and hearing to communicate in person or over the phone.

Education and Experience : High School diploma or GED plus additional vocational or college courses in business or a related field strongly preferred. Minimum of three years of general clerical experience requiring frequent public contact is required. Experience at the Administrative Clerk I level preferred. Experience in a school office setting or working with children preferred.

Requirements / Qualifications