Clerk Secretary

Purpose Statement

The Secretary III/Student Activities Clerk role is responsible for providing administrative and secretarial support to assigned administrative personnel. This includes coordinating activities, monitoring assigned tasks, and ensuring fiscal practices are followed.

Essential Functions

• Compiles and maintains data from various sources to ensure completeness and availability of records.
• Assists auditors by providing supporting documentation and information on internal processes.
• Collects funds from student events, ensuring accuracy and timely completion of transactions.
• Monitors financial procedures with individuals responsible for school site financial operations.
• Coordinates projects, functions, and program components to complete activities and deliver services in a timely fashion.
• Maintains and prepares manual and electronic documents, files, and financial information.
• Monitors activities on behalf of assigned Administrator, achieving goals and meeting target dates.
• Participates in meetings, workshops, and trainings to provide or receive information, record minutes, and support attendees.
• Prepares documents, including correspondence, agendas, minutes, event programs, bulletins, reports, and more.
• Processes documents and materials, updating and disseminating information, authorizing action, and complying with guidelines.
• Procures supplies and materials to maintain availability of required items.
• Reconciles account balances and financial data for assigned budget categories.
• Researches discrepancies of financial information, personnel information, and other documentation to ensure accuracy and adherence to established procedures.
• Assists in transporting money for proper funds availability at school sites.
• Represents assigned Administrator in their absence, conveying and/or gathering information required for their functions.
• Researches topics, providing information and/or recommendations and/or addressing administrative requirements.
• Responds to inquiries from internal and external parties, providing information or direction and facilitating communication among parties.
• Schedules activities, making necessary arrangements for assigned administrator.
• Supports assigned administrative personnel, providing assistance with their functions and responsibilities with high accuracy and confidentiality.

Other Functions

Performs other related duties as assigned to ensure the efficient and effective functioning of the work unit.

Job Requirements: Minimum Qualifications

Skills, Knowledge, and Abilities:

• SKILLS: Operating standard office equipment, preparing and maintaining accurate records, using Microsoft Office software applications.
• KNOWLEDGE: Basic math, reading manuals, writing documents following prescribed formats, presenting information to others, solving practical problems.
• ABILITY: Scheduling activities, gathering and collating data, using basic job-related equipment, working with others, working with data, problem-solving, and communicating with diverse groups.

Responsibility

Includes working under limited supervision, leading, guiding, and/or coordinating others, tracking budget expenditures, utilizing resources from other work units, and having some impact on the organization's services.

Working Environment

The usual methods of performing the job's functions require physical demands such as lifting, carrying, pushing, and/or pulling, stooping, kneeling, crouching, and/or crawling, and significant fine finger dexterity. The job requires 60% sitting, 20% walking, and 20% standing, performed in a generally clean and healthy environment.

Education

A high school diploma or equivalent is required. An AA Degree in a related field with increasing levels of job experience or five years of experience as a help desk support person or technician is preferred.