2024-2025 Department Clerk- Business Services

Job Title:                       Clerk - Department 

Department:                 Business Services   

Pay Grade:                    O190

FLSA Status:                 Non-Exempt

Reports to:                    Manager II, Budget & Analytics

GENERAL PURPOSE

Responsible for providing a wide variety of complex and confidential administrative and secretarial support to assigned administrator(s); conveying information regarding department functions and procedures; ensuring efficient operation of support functions; and coordinating assigned projects and site activities.

ESSENTIAL JOB FUNCTIONS

• Performs a variety of complex office and clerical work for administrators and staff, independently. Assists as the primary office support for administrators at the department level or equivalent, such as word processing, financial recordkeeping, scheduling, calendaring, arranging meetings, etc.
• Deals with non-routine matters requiring research, investigation or analysis, and knowledge of departmental issues and address appropriately.
• Exercises judgment and independent thinking relative to anticipating requirements of administrators and staff for information, assembles information for upcoming reports, and tracks events or situations to keep administrators and staff informed.
• Receives and greets visitors, interact professionally and courteously, providing exceptional service.
• Communicates effectively with staff, parents, students and patrons of the district.
• Proficient in the operation of office equipment.
• Manages telephone systems, answering, screening, transferring, and responding to calls and inquiries.
• Assists in storing files designated for retention following district procedures and standards.
• Compiles financial information related to work assignments to provide required documentation and/or processing information.
• Informs other staff and/or outside parties regarding procedural requirements for processing transactions and support compliance.
• Maintains supporting documentation required for audit.
• Ensures that financial information, files and records are available and in compliance with established state, federal and local policies and regulatory guidelines.
• Monitors account balances and related financial activity to ensure that allocations are accurate and comply with established financial practices.
• Participates in unit meetings, training, workshops, professional learning, etc. to convey and/or gather information required to perform job functions.
• Independently prepares written materials and electronic financial information, as assigned to document activities, provide reference, convey information, and comply with established financial, legal and/or administrative requirements.
• Maintains confidentiality as required by Board of Education policy and/or state or federal law.
• Processes financial transactions, as directed for the purpose of updating and distributing information, authorizing for action and/or complying with established accounting practices.
• Reviews documentation to ensure compliance with procedures and accounting practices.
• Responds verbally or in writing to inquiries from staff, administration, and outside entities regarding financial procedures and transactions to provide information, direction and/or referral for addressing inquiry.
• Performs other duties as required / assigned.

QUALIFICATIONS AND REQUIREMENTS

Education and Experience

• High school diploma or equivalent required, associate’s degree from an accredited college or university preferred.
• Minimum of three (3) years of job related experience with increasing levels of responsibility is required. 

Certificates, Licenses and Other Special Requirements

• Must pass a Criminal Background Clearance, the results of which must be satisfactory to the District, required. 

Knowledge, Skills, and Abilities

• Knowledge of basic math, including calculations using fractions, percentages, and/or ratios; read technical information, compose a variety of documents, and/or facilitate group discussions; and analyze situations to define issues and draw conclusions.
• Knowledge based competencies required to satisfactorily perform the functions of the job include concepts of grammar and punctuation; basic bookkeeping principles; business telephone etiquette; and common office machines.
• Skill to perform multiple, technical tasks with a need to routinely upgrade skills in order to meet changing job conditions.
• Skill based competencies required to satisfactorily perform the functions of the job, including: operating standard office equipment including using job related software applications, preparing and maintaining accurate records; and planning and managing projects.
• Ability to schedule a number of activities, meetings, and/or events; gather, collate, and/or classify data; and use job-related equipment.
• Ability to work with others under a wide variety of circumstances; working with data utilizing defined but different processes; and operate equipment using defined methods.
• Ability to work with diverse individuals and/or groups; work with data of widely varied types and/or purposes; and utilize job-related equipment.
• Ability to analyze issues and create action plans.
• Ability to collaborate and communicate effectively with internal and external stakeholders.
• Ability to apply critical thinking/problem solving to improve work processes.
• Ability to maintain confidentiality; set priorities; meet deadlines and schedules; work with detailed information; and adapt to changing priorities.
• Ability to set high expectations for self and others; set and monitor progress toward goals; and utilize and offer effective feedback for continuous improvement.
• Ability to work as part of a team; adapt to changing priorities; and apply logical processes and analytical skills.

Working Conditions and Physical Requirements

• Work environment is primarily inside, where the noise and temperature levels are moderate.
• The work is sedentary work that requires exerting up to 20 pounds of force occasionally and/or up to 10 pounds of force to move objects.
• Must possess the physical ability to perceive the nature of sounds, make rational decisions through sound logic and deductive processes, express or exchange ideas by the spoken word, substantial movements (motions) with the hands, wrists, and/or fingers, and discern letters or numbers at a given distance.
• Additionally, the following physical abilities are required: balancing, climbing, crawling, crouching, feeling, grasping, handling, hearing, kneeling, manual dexterity, mental acuity, reaching, repetitive motion, speaking, standing, stooping, talking, visual acuity and walking.

Salary : $19 - $29