Administrative Support Clerk

2024-2025 School Year

Days of Employment: 205 full year

7.5 hours per day

Job Description:

The responsibilities outlined in this job description will be effectively delegated by the principal between two positions (Administrative Support Specialist and Administrative Support Clerk) to ensure a balanced workload and optimal performance.  Clear communication and cross training among both positions will be required to ensure that all tasks are managed appropriately, and both positions will be held accountable for their respective duties.

Key Responsibilities:

• Bookkeeping & Financial Management:
  • Maintain accurate records of school finances, including fees, donations, and other payments.
  • Perform bookkeeping responsibilities (in accordance with Redbook) for the school activities account and any additional accounts as assigned by the principal.
  • Assist with budget tracking and reporting.
  • Process invoices, receipts, and student payments.
• Student Enrollment & Registration:
  • Assist with student enrollment processes, including collection of required documentation.
  • Maintain up-to-date student records and ensure compliance with district/state guidelines.
  • Coordinate orientation and registration sessions for new students and their families.
• Attendance Management (Student & Staff):
  • Students
    • Record and track daily student attendance, ensuring timely and accurate reporting.
    • Communicate with parents and guardians regarding student absences, tardiness, and early dismissals.
    • Prepare and submit attendance reports to relevant authorities.
  • Staff
    • Facilitate the assignment of substitute teachers and update the substitute calling system as necessary.
  • Transportation Coordination:
    • Manage student transportation rosters, including bus routes and carpool information.
    • Track (in Infinite Campus) and communicate transportation changes and delays to parents, students, and staff.
    • Ensure students are safely assigned to appropriate transportation.
  • School Safety & Compliance:
    • Monitor and enforce school safety policies and procedures.
    • Report any unusual occurrence or event to the Principal immediately (riot, epidemic, bomb threat, thefts, child abuse, etc.)
    • Assist with drills, emergency preparedness, and compliance with safety regulations.
    • Help maintain a secure environment for students and staff.
  • Support for Students with Limited English Proficiency (LEP):
    • Assist LEP students and their families with enrollment and communication needs.
    • Coordinate with ESL (English as a Second Language) staff to ensure students receive appropriate support.
    • Facilitate language interpretation or translation services, as needed.
  • General Administrative Support:
    • Demonstrate positive interpersonal relations by interacting effectively with and demonstrating respect for the views, rights and contributions of parents, teachers and other school personnel.
    • Answer phones, respond to emails, and provide general office assistance to staff, students, and parents.
    • Maintain office supplies and order materials as needed.
    • Organize and schedule meetings, appointments, and events for principal, school staff, and students.
    • Administer health services to students as necessary, in the absence of the school nurse, including but not limited to, the administration of medication; the operation, maintenance, or health care through the use of medical equipment; or the administration of clinical procedures.
    • Be responsible for the care and distribution of mail.
    • Type and duplicate all school related materials as required for the total school operation.
    • Prepare correspondence, announcements, and information for distribution to parents, community, central office, and others.
    • Prepare reports with accuracy and punctuality.
    • Maintain appropriate professional appearance.
    • Maintain confidentiality of information regarding individual students, their families, and employees.
    • Implement and adhere to all rules and regulations, policies, administrative guidelines, and directives as adopted by the Board of Education, Principal, Administrative Staff, Superintendent and School Based Decision Making Council.
    • Maintain acceptable personal attendance without repeated unexcused absences, tardiness, absences without notification, or abuse of sick leave.
    • Perform any other duties that may be assigned by the Principal, Assistant Principals, or Superintendent of Schools.

Physical Requirements:

• Ability to sit for extended periods and perform office duties.
• Occasional lifting of office materials and supplies (up to 25 lbs).