Data Entry Clerk/Attendance 25-26

Title:  Data Entry Clerk

Department:  School Administration

FLSA Status: Non-Exempt

Pay Band:  I

Days/Hours:  210 Days / Hours per day (determined by school population)

Applicant must have either a 2-year associate degree or higher, or 60 semester hours of college course work, or Silver Level WorkKeys, or WIN Readiness Assessment at Silver level.

General Statement of Job

Under occasional supervision, performs skilled data entry in the maintenance of school records.  Performs other general clerical duties as necessary to help maintain efficient and effective office operations.  Reports to the Principal.

Specific Duties and Responsibilities

Essential Functions:

• Performs computer data entry to process, record, update and retrieve department information related to attendance, leave, grades and progress reports, crime and discipline, free lunch, school choice, etc.
• Prepares spreadsheets and reports as directed in a timely and accurate manner.
• Keys data into other input devices as required.
• Processes enrollment and withdrawal of students.
• Maintains appropriate student files.
• Conducts necessary audits.
• Performs general clerical work as necessary, including but not limited to, answering the telephone, typing reports and correspondence, copying and filing documents, matching/sorting invoices, processing daily mail, creating reports or packets, etc.
• Prepares and submits daily logs, routine forms and reports, spreadsheets, etc.
• Operates a variety of equipment, such as a computer, printer, Internet, email, scanner, typewriter, copier, adding machine, telephone, etc.
• Interacts and communicates with departmental supervisors and co-workers, District department heads and employees, general public, etc.

Duties as Attendance Clerk:

• Performs general clerical functions, which may include, but are not limited to, entering data into the computer; establishing files; typing, copying and filing correspondence and other documents; faxing; processing various bills, forms and applications; collating materials; and processing mail.
• Creates intervention plans for students and conferences with parents of truant students.
• Enters student attendance, excuse notes, tardy forms, office in and out logs into computer system and runs reports.
• Performs receptionist duties by answering the telephone, screening callers, greeting, transferring and relaying messages through school faculty/staff to parents or students, and announcing or routing visitors, as necessary.
• Assists supervisor and other staff with special projects as assigned.
• Receives, reviews, prepares and/or submits various records and reports including various forms, logs, records, special and routine reports, requisitions, memos, and correspondence.
• Operates a variety of equipment, such as a computer, Internet, email, printer, scanner, typewriter, copier, fax machine, adding machine, laminating machine, scanner, telephone, and walkie-talkie. 
• Interacts and communicates with various groups and individuals, such as the immediate supervisor, other District administrators and staff, school administrators and staff, co-workers, students, parents, and the general public.

Additional Duties:

• Assists in the health room in the absence of the nursing staff or the front office in the absence of the school secretary.
• Performs related duties as required.

Minimum Education and Training

2-year associate degree or higher, or 60 semester hours of college course work, or Silver Level WorkKeys, or WIN Readiness Assessment at Silver level.

Data entry experience preferred.

Must be able to type 40 words per minute with accuracy.

Minimum Qualifications and Standards Required

Physical Requirements:

Must be physically able to operate a variety of automated office machines and equipment, including a computer, basic office equipment, adding machine, telephone, etc.  Must be able to exert up to five pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects.  Sedentary work involves sitting most of the time, but may involve walking or standing for brief periods of time.  Must be able to lift/carry weights of five to ten pounds.

Data Conception:

Requires the ability to compare and/or judge the readily observable, functional, structural or compositional characteristics (whether similar to or divergent from obvious standards) of data, people or things.

Interpersonal Communication:

Requires the ability of speaking and/or signaling people to convey or exchange information.  Includes receiving assignments and/or directions from supervisors.

Language Ability:

Requires the ability to read a variety of policy and procedures manuals, financial documents, computer manuals, etc.  Requires the ability to enter data into computer and prepare reports, records, correspondence, etc., with proper format, punctuation, spelling and grammar, using all parts of speech.  Must be able to speak with poise, voice control and confidence and to articulate information to others. 

Intelligence:

Requires the ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions, to deal with problems involving a few concrete variables in or from standardized situations. Requires the ability to make routine independent judgments in the absence of supervisor, and to acquire knowledge of topics related to primary occupation.  Must have the ability to comprehend and interpret received information and the ability to comprehend and implement basic office machinery functions.

Verbal Aptitude:

Requires the ability to record and deliver information, to explain procedures, and to follow verbal and written instructions. Must be able to communicate effectively and efficiently with persons of varying educational backgrounds and in a variety of technical and/or professional languages.

Numerical Aptitude:

Requires the ability to add and subtract totals, to multiply and divide, to determine percentages and decimals, and to determine time.  Must be able to use practical applications of fractions, percentages, ratios and proportions.

Form/Spatial Aptitude:

Requires the ability to inspect items for proper length, width and shape, and visually read various information.

Motor Coordination:

Requires the ability to coordinate hands and eyes rapidly and accurately in using automated office equipment and communications machinery.

Manual Dexterity:

Requires the ability to handle a variety of items including computer keyboards, office equipment, control knobs, switches, etc.  Must have minimal levels of eye/hand/foot coordination.

Color Discrimination:

Does not require the ability to differentiate between colors and shades of color.

Interpersonal Temperament:

Requires the ability to deal with people beyond giving and receiving instructions.  Must be adaptable to performing under stress when confronted with emergency situations or tight deadlines.

Physical Communication:

Requires the ability to talk and/or hear with talking defined as expressing or exchanging ideas by means of spoken words and hearing being defined as perceiving nature of sounds by ear.

Work Environment:

The noise level in the work environment is usually quiet.  The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

All candidates must be able to pass an extensive background investigation before being hired.

The School District of Pickens County does not discriminate for reasons of age, race, sex, handicap, national origin, or religion in its communications with students, employees, the community, applicants for employment, events, or for access to its services.