Secondary School Clerk

(Formerly: Clerk-Typist II/Clerk-Typist III)

NATURE AND SCOPE OF WORK

The Secondary School Clerk works under the direction of the Secondary Head Secretary performing assigned clerical and related tasks. Tasks follow well-established work methods and procedures, require some degree of independent judgement and action in the operation of a school administrative office, and may vary depending on the operational requirements of the school. The Secondary School Clerk acts as relief for other support staff and assists other clerks in both routine and non-routine tasks.

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.

The Secondary School Clerk reports to the Secondary School Head Secretary and

Management.

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.

Answers enquiries from parents, students, and Ministry relating to students.

Prepares district and Ministry reports, as required.

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

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

Arranges meetings between administration, students and parents.

Ensures that computer directories such as course, teachers, scheduling, etc., are current.

Provides 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.

May be responsible for scanning and updating student attendance, including issuing reports for administrators, teachers, counsellors and parents, as required.

Transfers student files and electronic data.

Gathers marks from teachers, processes information and prints report cards.

May compile a variety of reports, including employee attendance/absence.

Maintains office files and office supplies, as necessary.

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.

Liaises with Transport department re: student busing, as required.

Attends meetings, take notes and transcribes, as required.

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

Receives, classifies and distributes mail.

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 acquire and apply knowledge of board, school, and Ministry of Education policies, regulations and practices regarding courses, graduation, finances, etc.

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

Interpersonal and communication skills required to perform the duties of the 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, employee attendance/absence reports 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