Responsible for supporting the department office by performing secretarial and clerical functions, including answering phones and directing visitors; entering data and/or word processing on the computer; creating and maintaining files and records; assisting with responding to customer requests; receiving and distributing mail; assisting with compiling reports; and requesting necessary supplies, forms, equipment and materials. May also assist with performing accounting tasks; creating and/or updating the web site; researching, designing, and/or completing departmental projects. May assist with translation and/or communication using second language skills when possible.

ESSENTIAL DUTIES AND RESPONSIBILITIES:
The following statements of duties, responsibilities, frequency, and percentages are intended to describe the general nature and level of work being performed by individuals assigned to this position. These statements are not intended to be an exhaustive list of all duties and responsibilities required of all personnel within this position. Actual duties, responsibilities, frequency, and percentages may vary depending upon building assignments and other factors.

D

25%

Answer phones, take messages, direct calls and greet and direct visitors.

D

20%

Perform standard office procedures, verify data, enter data and/or word process on the computer.

D

10%

Create, maintain, update and/or transfer hardcopy and/or electronic files and records related to department, District, employee or student information.

D

5%

Assist with responding to customer requests, including determining need, researching response and providing timely and accurate follow-up.

D

5%

May assist with performing accounting tasks, including assisting with entering purchase requisitions, writing manual checks, managing school-related accounts, making deposits, making journal entries, balancing budget accounts and producing necessary budget reports.

D

1%

Receive, sort and distribute incoming and outgoing mail.

D

5%

Research, design, and/or complete departmental projects.

D

2%

Provide back-up and support of other positions within the department.

W

12%

Compile and/or compute data, run reports and/or run queries for documents/reports. Copy and distribute to appropriate individuals. Enter data and maintain department-specific database(s)

W/M

5%

Request necessary supplies, forms, equipment and materials. Maintain physical inventory report and charge orders to appropriate accounts.

W/M

5%

Create and/or update the web site

W

3%

May train new and part-time employees on software and District policies and procedures.

Ongoing

2%

Perform other duties as assigned.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION AND TRAINING:
High school diploma or equivalent.

EXPERIENCE:
Over one year and up to and including two years of secretarial/clerical experience.

SKILLS, KNOWLEDGE, EQUIPMENT & OTHER:
Strong oral and written communication, interpersonal, strong organizational, problem solving, phone etiquette, customer service, public relations, collaboration and basic math skills. Able to take appropriate initiative, a plus. Knowledge of and ability to update a web site may be required within 2 months after hire. Ability to maintain confidentiality in all aspects of the job. Ability to manage multiple tasks with frequent interruptions. Ability to work with individuals with various backgrounds and abilities. Operating knowledge of and experience with personal computers and general office equipment. Operating knowledge of public address system, Oracle, district-designated work order system, student information system, TOM, Word, Excel, PowerPoint, e-mail system, Internet and Key Management System may be required within 2-4 months after hire. Basic Spanish language skills preferred; ability and willingness to learn basic Spanish may be required. Oral and written fluency in second language may be preferred or required based on building assignment. English language skills required. Oral and written fluency in second language may be preferred or required based on building assignment.

CERTIFICATES, LICENSES, & REGISTRATIONS:
None required.

SUPERVISION/TECHNICAL RESPONSIBILITY:
This job has no supervisory responsibilities. May assist supervisor with directing the work of others in the office. Acts as a resource for staff, parents and/or community members by providing information and assistance regarding policies, procedures and processes.

SAFETY TO SELF AND OTHERS:
High exposure to self to repetitive motion injuries due to keyboarding and filing. Low exposure to self to bruises and cuts due to typical office accidents.

The physical demands, work environment factors, and mental functions described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

PHYSICAL DEMANDS:
While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is frequently required to sit, stand and walk. The employee is occasionally required to stoop, kneel, crouch or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus.

WORK ENVIRONMENT:
The noise level in the work environment is usually moderate.

MENTAL FUNCTIONS:
While performing the duties of this job, the employee is regularly required to compare, analyze, communicate, coordinate, compute and use interpersonal skills. The employee is frequently required to synthesize, evaluate, compile and negotiate. The employee is occasionally required to copy and instruct.

Aurora Public Schools - Job Description - Clerk, Department