District Office Clerk

(Formerly: Clerk-Typist II)

NATURE AND SCOPE OF WORK

A District Office Clerk performs a wide variety of clerical work at locations other than schools, throughout the School District. The work of an employee in this classification is distinguished from that of a Clerk-Typist by the requirement to work with limited direction, and by a greater degree of complexity and individual decision making.

Work typically includes the production of correspondence and various forms, documents and spreadsheets using a computer terminal/PC and various software applications. An employee in this classification may make decisions regarding formats and layouts for the best presentation of information. In addition, a District Office Clerk may perform work which involves summarizing statistical information and the maintenance of departmental budget and financial records. Some positions involve substantial communication with others, such as those involving dispatch, documentation of new employees, and provision of information to the public. Responsibilities will vary depending on the department to which the employee is assigned.

An employee in this classification may provide procedural advice and guidance to other employees, but does not normally assign, schedule, monitor and check the work of others.

A District Office Clerk reports to a manager or designate at the work location.

TYPICAL RESPONSIBILITIES

Types, collates, indexes, organizes and files a variety of reports, correspondence, personnel information and similar material, some of which may be of a confidential nature, using a computer.

Ensures that revisions to documentation are consistent and accurate throughout, and amends cross-references accordingly. Prepares requisitions, contracts, notices and documents from verbal or written instructions using standard formats.

Utilizes computer equipment and software applications to enter a variety of data and produce computer-generated reports in various formats including spreadsheets, diagrams, etc.

Responds to enquiries regarding status of purchase requisitions and quotations.

Orders and maintains general office supplies.

Receives and processes mail, deliveries and courier material.

Maintains departmental records pertaining to budgets and other financial matters. Monitors expenditures, codes invoices, and prepares related documentation. Reconciles daily receipts which may include cash, cheques, credit charges and adjustments for refunds and credits.   Makes related calculations.

Develops, compiles and maintains departmental records and statistical information, reports, and data relating to matters such as student enrollment, demographics, student transportation ridership and route lists, use of facilities, and purchases.

May act as a dispatcher and perform related work regarding the assignments of teachers-on call, service operations staff and others.  Receives requests for help from departments, contacts employees and assigns work according to established operating procedures.

Provides routine information to the public and others regarding matters such as School District policies and procedures, Continuing Education courses, District organization, etc. May work primarily or provide relief as a switchboard operator/receptionist at major district installations.

Makes arrangements for special events by booking facilities, notifying attendees and preparing notices. Coordinates the provision of related services, delivery of goods and materials, etc.

In the Human Resources Department, documents new hires in various categories, enrolls them in benefit plans, and obtains consent to payroll deductions. Confirms and explains routine matters such as hours of work, union dues and premiums, as required.

Provides procedural advice and guidance to other clerical personnel, as required.

Performs related duties, as required.

JOB REQUIREMENTS

KNOWLEDGE, ABILITIES AND SKILLS

Knowledge of general office organization and procedures.

Ability to operate general office equipment including, calculators, adding machine, fax, photocopier, typewriters, etc., and the ability to use computer equipment with skills for data entry, and word processing and the ability to learn the operation of unfamiliar office equipment unique to a given work site. Specific training outside of on-the-job training shall be arranged and provided for by the employer, if required. Knowledge of business English, including grammar, punctuation, composition and terminology related to the specific department.

Ability to perform computations using calculators and adding machines with reasonable speed and accuracy.

Skill in the use of computers and software applications utilized in the department for the production of reports, correspondence, spreadsheets, etc.

Interpersonal and communication skills to deal with staff and public and the ability to work and plan in a team environment.

Knowledge of applicable district information, local rules and regulations, which govern departmental and district activities.

Ability to compose and execute routine letters, memoranda and reports, as required.

Ability to organize and prioritize tasks.

Ability to provide procedural advice and guidance to other clerical personnel.

Ability to meet deadlines despite constant interruptions.

Ability to solve problems related to the work.

TRAINING AND EXPERIENCE

Completion of Grade 12, plus additional Post Secondary courses in Office Practices, including the utilization of computers and basic accounting.

One year's related office experience or an equivalent combination of training and experience.

LICENCES, CERTIFICATES AND REGISTRATIONS

None