Elementary School Clerk

(Formerly: Clerk-Typist II)

NATURE AND SCOPE OF WORK

The Elementary School Clerk works under the direction of the Head Secretary - Elementary, performing assigned clerical and other tasks requiring some degree of independent judgement and action in the operation of a school administrative office in a large elementary school. Tasks follow well-established work methods and procedures and may vary depending on the operational requirements of the school. The Elementary School Clerk acts as relief for other clerical staff and assists other clerks in both routine and non-routine tasks.  Incumbent reports to an Administrative Officer.

The work involves the operation of computer work stations and/or other office equipment including typewriters, copiers, calculators, telephones, fax machines, and PA systems, and frequent information exchange with students and school staff, parents, district staff and members of the public.

TYPICAL RESPONSIBILITIES

Processes new registrations, PR cards, withdrawals, attendance, suspensions, etc., utilizing computer or manual systems and maintains and updates the student/staff records system.

Prepares district and Ministry reports, as required.

Prepares letters/notices to parents, memos to teachers/district office representatives, meeting agendas, minutes, newsletters, and student handbook, etc.

Answers telephone and service counter queries from students, parents, etc. providing information and/or directions as needed. May use PA system.

Arranges meetings between administration, students and parents.

Administers the school's "key" inventory system as required.

May provide clerical assistance in minor bookkeeping tasks, financial record keeping, petty cash handling and bank deposits, as required.

Performs duties relating to enrollment, including liaising with planning department, special education, counsellors, ESL teachers and administrators to ensure students are accurately designated in all programs and counted correctly.

Ensures that SIS/District policy manuals are kept accurate and up-to-date, as necessary.

Transfers student files and electronic data.

Compiles a variety of reports, including employee attendance/absence reports.

Maintains office files and office supplies.

Provides clerical assistance to library, as required.

Prepares purchase requisitions and work orders.

Tracks, receives, and distributes learning resources and performs duties relating to textbook retrieval and billing, including correspondence and parental contact.

Assists in arranging field trips including booking facilities, transportation, etc.

Attends meetings, takes notes and transcribes, as required.

Provides relief coverage and gives direction and advice to other office clerical staff.

Receives, classifies and distributes mail and courier documentation.

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

Performs related duties, as required.

JOB REQUIREMENTS

KNOWLEDGE, ABILITIES AND SKILLS

Ability to work with minimum of supervision.

Ability to acquire and apply knowledge of board, school, and Ministry of Education policies, regulations and practices.

Verbal and written communication skills and the use of business English including spelling, grammar and punctuation.

Interpersonal skills at the level required to perform the duties of this position.

Knowledge of and experience with current office systems and practices and school district systems relating to both Board and Ministry information requirements, including the use of network computer systems/PC's for student records and related functions.

Ability to operate a variety of office and school equipment including computer terminals/PC's, calculators, fax machines, adding machines, etc., and the ability to learn the operation of unfamiliar office equipment unique to a given worksite.

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

TRAINING AND EXPERIENCE

Completion of grade 12, including courses in business procedures and word processing.

One year's previous related experience in a computerized office environment, or an equivalent combination of training and experience.

LICENCES, CERTIFICATES AND REGISTRATIONS

None