Clerical Assistant – School Provides assistance to professionals or other secretarial staff with regard to specific functions in a school, library or office.
Qualifications:- High school diploma or GED. Other additional duties/responsibilities assigned by the Supervisor and/or Superintendent may be assigned.
- Prepares and types letters, memoranda, reports, purchase orders, and other forms in the office
- Answers telephone, giving information to callers and routes incoming calls to the proper person
- Maintains files of various types
- Maintains record-keeping system in accordance with office requirements, including electronic imaging of documents and purging documents in accordance with records retention schedule
- Assists in the preparation of various reports; may design reports and compile data for specific reports
- Maintains inventories as required by office or library; checks materials in and out
- Communicates orally and in writing with district employees, students, parents, and the general public
- Serves as receptionist; greets visitors to office or library and routes them to the proper location
- Receives, opens, sorts, and routes incoming mail
- Communicates with other departments of the school district as required
- Maintains student and other records and prepares required reports
- Makes appointments for staff
- Processes documents and other materials, including enrollment, registration, transcripts, personnel applications or actions, or insurance
- Enters data into computer files as needed
- Maintains equipment/fixed asset inventory as required
- Assist with registration by helping families, reviewing and verifying applications.
- Assist employees, parents and students in a professional manner
- Reproduces and distributes materials to departments and schools as needed; manages large mail-outs
- Processes purchase orders or requisitions as required by office
- Receives premium payments accepted in the office and remits them to the Account Clerk
- Maintains inventories as required by office, receives materials in and out of warehouse.
- Method of Evaluation: Evaluations in accordance with the Lafayette Parish School System Policy GBI-Evaluation.
Professionalism and Conduct Standards:
Quality of Work - attention to detail and accuracy of work that meets and exceeds expectations. Completes tasks, reports, and documents accurately according to specified timelines and expectations; Makes wise and appropriate decisions after identifying and analyzing relevant information.
Availability:
punctual, adheres to work schedule and has overall satisfactory attendance. Adheres to district guidelines relative to attendance; Regularly reports to work on time and work additional hours when deemed necessary and pre-approved by your immediate supervisor. Communication Skills - all verbal, non-verbal, visual, and written exchange of information is of satisfactory caliber. Uses verbal and non-verbal communication in a manner respectful of others; Demonstrates skill in giving and receiving feedback; Uses active listening skills; Writes and speaks clearly and concisely so that the message is understood; Maintains communication with immediate supervisor, keeping him/her informed of problems, concerns, and significant developments. Interpersonal Skills / Teamwork - works cooperatively with colleagues, students, parents, and vendors. Promotes and supports a culture of inclusion, diversity, dignity, respect, and fairness for all stakeholders; Attends and constructively participates in meetings and professional development activities; Accepts and uses constructive feedback; Cooperates with building and district staff in planning and evaluation. Personal Impact - presentable, appropriate appearance for position, represents district positively. Wears attire appropriate to job responsibilities; practices personal grooming that is appropriate for work environment; Develops and maintains a safe and caring environment for all of our stakeholders; Advocate positive personal behavior on or off campus and attempt to avoid improprieties or the appearance of improprieties. Productivity - performs work efficiently, on time, and effectively while uses available resources. Identifies problems and issues and works collaboratively to contribute ideas and find solutions; Minimizes bias in self and others and accepts responsibility for his/her own actions. Adaptability - accepts and adjusts to change, performs multiple tasks, organizes work, sets work priorities, and performs other duties as assigned. Follows directives as assigned by supervisor; Cooperates with administration in the performance of additional duties. Policy – comply with all Lafayette Parish School System Policies and Procedures. Adheres to laws, board policies and procedures, administrative rules, practices, and guidelines and applies all fairly, consistently, wisely, and compassionately; Adheres to ethical, legal and professional standards; Maintain the confidentiality of all School Board information by refraining from accessing, discussing, or disclosing anything outside the scope of employment unless authorized by immediate supervisor.
Expectations:
Expectations include: working under limited supervision following standardized practices and/or methods; providing information and/or advising others. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily along with adhering to the professionalism and conduct standards. The requirements listed above are representative of the knowledge, skills, and/or ability required.
Work Environment/Physical Demands:
The work environment is representative of conditions an employee encounters while performing the essential functions of this job. While performing the duties of this job, the employee is occasionally exposed to a noise level in the work environment which is moderate to loud, outside weather conditions, a variety of childhood and adult diseases and illnesses, heated/air conditioned and ventilated facilities, a building in which a variety of chemical substances are used for cleaning, instruction and/or operation of equipment. This job does require public contact, both on the telephone and in person, under sometimes-stressful conditions. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The usual and customary methods of performing the jobs functions require the following physical demands: significant lifting, carrying, pushing, and/or pulling, frequent stooping, kneeling, crouching, and/or crawling. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee may occasionally push or lift up to 50 lbs. Specific vision abilities required by this job include close vision such as to read handwritten or typed material, and the ability to adjust focus. The information contained in this job description is in compliance with the American with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.
