Job description

Position Title: Clerical B 220 days - Two positions available at Portsmouth High SchoolHours: 7:00am - 2:30pmStatement of DutiesThis class of Clerical B is common to several school departments where the duties are of similar complexity and responsibility, but where the actual work tasks are apt to be somewhat different. The term "may" is used to allow for individual differences, and should be taken to mean ''may not as well. Duties are descriptive but not restrictive, and not all duties listed are necessarily performed by all members of the class.SupervisionIncumbent works under the general supervision of the building principal and administrator. The employee is familiar with the work routine, and uses initiative in carrying out recurring assignments independently with specific instruction.

The supervisor provides additional, specific instruction for new, difficult, or unusual assignments, including suggested work methods. The employee is expected to recognize instances which are out of the ordinary, and which do not fall within existing instructions; the employee is then expected to seek additional advice, and further instructions.The incumbent does not exercise any supervisory responsibilities.The incumbent may have access to confidential personnel information for employees within the department as well as confidential student information, including information pertaining to law suits, and criminal investigations and records.Job EnvironmentWork at this level involves both standard and non-standard practices and procedures that may require the incumbent to analyze and evaluate facts and circumstances. Incumbent is expected to process and handle a number of details with accuracy and completeness. Incumbent is expected to use and keep computer application skills current in order to increase efficiencies and productivity in the work environment.

In most instances, standard practices and general work applications govern the work activity of the incumbent, but are not always clearly applicable. The incumbent is expected to use judgment in selecting the appropriate course of action, and normally the choice is among available alternatives. Work changes can generally be anticipated, except in emergency or crisis situations. The incumbent may have frequent contact with the public through orientation of volunteers, visitors, and administrative appointments.

Other contacts may be with other school department personnel, teachers, other school related agencies, the school superintendent's office, parents, and vendors. Contacts occur in person, through use of the telephone and other communications equipment and writing.Incumbent works on a fixed daily shift.Incumbent will be required to demonstrate proficiency in office software applications. Incumbent will be evaluated on a yearly basis.Errors made could result in delay or loss of service, monetary loss, or legal liability to the school department.This position can be temporarily reassigned to similar or like duties based upon needs of the school district.Position Functions: The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed The use of computer applications to complete the functions is required as prescribed by district policy. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.Essential Common FunctionsI.

Maintains detailed, and accurate financial and/or program records; performs arithmetical computations, including department payroll, accounts receivable/payable, and preparation/ transmittal of purchase orders.2.Receives monies for a number of diverse purposes, record receipts into appropriate accounts, and balance receipts against postings. Tracks and compiles financial data and budget information for the principal.3.Maintains a detailed, and accurate inventory of all supplies needed for the operation of the department; maintains detailed and accurate department records, and files including field trips, fund raising, bulk mail, guest speakers, dances, student records, etc.4.Maintains various records, schedules, files, roster, etc. for the purpose of documenting and/or providing reliable information.5.Word processes correspondence from rough copy or; may be requested to prepare own format, and language. May be required to take dictation, and transcribe into word processing form clearly and accurately.6.Maintains the school webpage calendar and uploads office administration and school announcements to the school website.7.Provides assistance to persons by answering questions and inquiries, by providing information on one (1) or more school programs; may also receive, and process complaints forwarding them to the proper persons for disposition.8.Interacts with parents, visitors and public at-large giving tours of the school and provides information about the school to prospective parents.9.Orients and directs substitute teachers and substitute classified personnel in the school.10.Works efficiently with a service-oriented attitude under stressful situations with constant interruption.11.Collects, and maintains various official documents including federal forms, student handbook, suspension reports; collects information to update and create the teacher handbook.12.Assists in the processing of school enrollments, and the preparation of official documents such as the department budget.13.Maintains an accurate student database at the school building level.

Works with the district data manager to maintain accurate data.14.Performs productivity tasks to further the educational mission of the school, including the enrollment package, scheduling, progress reports, attendance reports and grade reporting.15.Receives, opens, screens and distributes mail to proper persons; receives phone calls, furnishes assistance to callers, transfers calls to respective people. Operates the school intercom system.16.Attends training to develop and retain expertise in using technology for efficiency and production.17.Understands and applies district policies, procedures and school rules.18.Performs other related duties as assigned by the building Administrator.Essential FunctionsSecretary Administration BuildingProvides common functions and clerical support to supervisory staff as assigned.Secretary Elementary Schools and Middle SchoolProvides common clerical support functions to administrators, staff and students including the maintenance of student database records and the preparation of notices and reports.Secretary High School and Middle SchoolProvides common clerical functions to staff and students including the monitoring of daily teacher, and clerical substitutes, and the preparation of payroll vouchers, and schedule of classes.Secretary Melville School, Middle SchoolProvides common clerical support functions to principal, staff and students including the maintenance of various student data bases, and the preparation of notices, and reports.Guidance Secretary High SchoolProvides common clerical support functions in support of Administrators and School Counselors including the maintenance of student data bases, transcripts, assessment processes, student scholarships opportunities and student records.Minimum Qualifications Education and Experience: A candidate for this position should be a high school graduate or equivalent and successfully completed courses in bookkeeping, typing, and office procedures; one (1) to three (3) years office administration experience, or an equivalent combination of education, and experience.Knowledge, Skills, and Abilities: A candidate for this position should have a good working knowledge of Business English, spelling and arithmetic; modem office appliances, practices and procedures, and basic elements of personnel management record keeping. A candidate should have the ability to make arithmetical computations and tabulations with speed and accuracy, to take and transcribe dictation, keep complex clerical records and prepare accurate reports from such records, prepare effective correspondence on routine matters and perform routine office management details without referral to a supervisory, and establish and maintain effective working relationships with other employees and the general public. Operates a variety of office equipment, including typewriter, calculator, word processor, computer and other common office machines in a timely, and accurate manner.

Proficiency in Microsoft Office (Word, Access, Excel, and PowerPoint) is required, and student information systems is strongly preferred. Ability to establish effective working relationships with staff, students, and parents. Ability to follow written and oral instructions in the completion of assigned tasks in a timely, accurate manner. Required to pass pre-interview skills testing including but not limited to Excel, Word and a timed typing test.

Physical & Mental RequirementsWork is performed primarily in an office setting. The incumbent works in a moderately noisy setting. There is minimal risk of personal injury. Physical demands generally involve standing, walking, climbing or balancing, stooping, kneeling, crouching, sitting, talking or listening/hearing, or reaching with hands and arms.

Frequently weight is lifted or force exerted up to I0 lbs., occasionally weight is lifted or force exerted up to 30 lbs.; seldom is weight lifted or force exerted up to 60 lbs. The position has typical vision requirements. Equipment operated includes personal computers, office machines, copier, typewriter, and calculator.

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