Clerk Typist

(Formerly: Clerk-Typist I)

NATURE AND SCOPE OF WORK

The Clerk-Typist performs a variety of routine clerical duties at various locations throughout the school district. Duties and assignments may vary depending on the site and/or size of the work location. However, work is generally performed by following well-established methods and procedures. The Clerk-Typist may relieve or assist others as needed.

The work of the Clerk-Typist typically includes the operation of a computer and/or other office equipment to input and retrieve work-related data and to lay out and produce a variety of material from rough drafts, verbal instructions or other sources. An employee in this classification may perform receptionist duties, maintain office files and attend meetings and take notes. As well, the work of a Clerk-Typist may involve frequent interactions with students, school and district staff, parents, and members of the public.

A Clerk-Typist reports to a designated supervisor or manager at assigned work locations, but may receive direction from a clerk in a more senior position.

TYPICAL RESPONSIBILITIES

Operates a computer to input data, retrieve information and produce new documents. The input source may be original source documents, rough drafts or verbal information. The specific applications involved will depend on the nature of the work at the particular site and can include: word processing, student information, employee attendance and a variety of financial applications.

Compiles office and district reports, forms and data, as required.

Completes maintenance and purchase requisitions.

Classifies documentation pursuant to the district's Records Classification System, maintains files and organizes records for archival storage at the Records Centre.

In schools, processes new registrations, PR cards, withdrawals, attendance, suspensions, etc., using computer or manual systems.

Answers telephones, routes calls, receives and relays messages, directs/redirects calls as required, responds to routine enquiries, operates a public address system.

Attends to students, parents and other visitors at service counter, answering queries and providing information and directions as needed. Checks visitors, students signing in/out and lateness registers.

Receives, classifies and distributes mail and courier documentation; assists in filing and retrieval of records.

Operates office equipment doing routine servicing, coordinating repairs and maintaining usage records.

Coordinates meetings, as requested.

Provides clerical assistance in minor bookkeeping tasks, financial record-keeping, petty cash handling and bank deposits, as directed.

May provide clerical assistance to school library or counselling departments, as required.

Attends to sick students and minor first-aid cases and administers pre-approved medication to students, as needed.

Orders and maintains office and medical room supplies.

Provides relief coverage for other office staff, as required.

Performs related duties, as required.

JOB REQUIREMENTS

KNOWLEDGE, ABILITIES AND SKILLS

Verbal and written communication skills, including ability to communicate with children, parents and members of the public not fully fluent in English.

Knowledge of business English, including grammar, punctuation and composition, and terminology related to the work.

Ability to perform basic arithmetic functions.

Ability to utilize computer equipment and software applications such as word processing, and spreadsheet applications.

Ability to meet established deadlines and time constraints, despite constant interruptions, and the flexibility to adapt and respond to changing priorities.

Ability to operate, perform routine maintenance, arrange repair and maintain usage records of standard office equipment including photocopiers, fax machines, calculators, adding machines, typewriters, etc.

Ability to proficiently utilize a computer keyboard including numeric keypad sufficient to perform the duties of this position.

Ability to perform data entry for sustained periods of time.

Flexibility to work on multiple tasks in a busy environment, covering for other team members to provide needed services and the ability to adapt to various office settings.

Knowledge of and skills in performing general office and clerical procedures, with practical experience in application.

TRAINING AND EXPERIENCE

Completion of Grade 12, including courses in business procedures and operation of a computer and software.

Three months' previous related experience in a computerized office environment, or an equivalent combination of training and experience.

LICENCES, CERTIFICATES AND REGISTRATIONS

None