Clerical Aide (21 hrs / wk, 180 days)

SUMMARY DESCRIPTION

Under general supervision, performs moderately difficult and responsible clerical work, requiring some independent judgment and application of established office or school policies and procedures. Incumbent performs related work as required.

EXEMPLARY DUTIES / RESPONSIBILITIES

Acts as receptionist in answering telephones greeting visitors; answers questions concerning school or district procedures or directs the public to the appropriate individual; screens visitors to the school or office; sorts and distributes mail; arranges appointments; enrolls and withdraws students from school, i.e., requesting and sending appropriate records; prepares and distributes or maintains all related entry and exit forms; maintains records of departmental personnel, their locations and telephone numbers and records and relays messages for busy or unattended extensions.

Types routine correspondence, reports, forms and notices from rough or plain copy, or manual dictation, or from own composition; proofreads; prepares and assembles materials of a varied nature; organizes and maintains filing systems and records; performs simple research in applying background information or files to assist in answering inquiries.

May assist in the preparation of a variety of federal, state and district reports requiring the assimilation of information and statistical data; performs student attendance office duties, such as admitting tardy students, compiling daily attendance sheets, and referring or contacting homes of the absent students; posts a variety of information to permanent records, including attendance and grades.

In addition to the above, incumbents may be assigned to perform duties relating to Infinite Campus data clean-up as required, based upon IT and / or NDE reports for each school site; Infinite Campus input to ensure that all fields are completed for enrolled students; request of records support for materials to be provided to parents / families of enrolled students; ensure that the primary home language is correctly entered in Infinite Campus; possible data element verification connected to Pulliam implementation; provide support for the Count Day Dry Run; provide support to ensure that Count Day reports are submitted on time and accurately; provide support for various mandatory state reports; balance school reports that are required monthly; and provide support to generate the Master Register of the school.

In addition to the above, those incumbents assigned by the District to perform formal bilingual duties, may perform the following : Performs various verbal translations, and may perform basic written translations, as needed; answering the telephone and taking messages; acting as a point of contact for parents, students, and community representatives; greeting students, staff, and parents and providing necessary assistance; assisting in attendance responsibilities; assisting in interpreting responsibilities relative to student discipline issues, parent conferences, Individual Education Plan meetings for students, Open Houses, and Parent Meetings; policy and procedure communications to parents and students; assisting administration and staff in problem solving, as needed; and functioning as an interpreter for parents when dealing with issues of concerns by parents.

EMPLOYMENT STANDARDS

Education / Experience : Any combination equivalent to education and experience that would likely provide the required knowledge and skills is qualifying. A typical way to obtain the knowledge and skills would be :

• Equivalent to a high school diploma;

AND

Knowledge of : Grammar, spelling, vocabulary and simple mathematical computations; modern office practices, procedures and equipment; familiarity with computers.

Skill at :  Using good judgment in applying established guidelines to solve work problems; working independently in completing assigned tasks and in maintaining the standard correspondence, files and reports of the office; providing good and responsive customer service; establishing and maintaining effective working relationships; communicating with diverse groups; displaying tact and courtesy; maintaining confidentiality; understanding and carrying out written and oral instructions; efficiently operating typewriters and standard office machines.

Licenses / Certificates : Incumbents assigned by the district to perform formal bilingual duties at the high school level must be able to demonstrate basic oral Spanish translation competencies by passing a Spanish language certification program. Currently the District accepts certification from the Spanish Language Certification Program, Level One, offered by TMCC. Incumbents selected must be able to demonstrate basic oral Spanish translation competencies by passing a Spanish language certification program. Currently the District accepts certification from the Spanish Language Certification Program, Level One, offered by TMCC. In order to be hired, applicants who are successful in the interview process, must participate and successfully pass an exam to determine competency. The exam will be coordinated and paid for by WCSD, and administered by TMCC.

Special Considerations : If incumbents are assigned bilingual responsibilities, they may be required to work a flexible schedule, which may include evening hours.

THIS JOB SPECIFICATION SHOULD NOT BE CONSTRUED TO IMPLY THAT THESE REQUIREMENTS ARE THE EXCLUSIVE STANDARDS OF THE POSITION. INCUMBENTS MAY BE REQUIRED TO FOLLOW ANY OTHER INSTRUCTIONS, AND TO PERFORM ANY OTHER RELATED DUTIES AS MAY BE REQUIRED BY THEIR SUPERVISOR.