Senior District Office Clerk

(Formerly: Senior Clerk/Technician, Clerk Typist-III)

NATURE AND SCOPE OF WORK

A Senior District Office Clerk performs a wide variety of administrative support duties at locations other than schools throughout the school district. The work of this employee requires a significant degree of independence and judgement and involves work of a specialized nature, particular to the department.

Duties include responsibility for work organization in such matters as the selection, organization, and inclusion of data to be used in documents, and in the composition of letters and other correspondence.  The Senior District Office Clerk provides direction to and participates in the work of other clerical staff, as required and, in some departments supervises the work of others. Responsibilities will vary depending on the department to which this employee is assigned.

A Senior District Office Clerk reports to a manager or designate at the work location and assists in routine administrative matters. Work is carried out under limited supervision.

TYPICAL RESPONSIBILITIES

Provides a variety of administrative support duties for the department.

Provides detailed information, answers enquiries, makes requested arrangements where appropriate. Responds to routine enquiries regarding district and department operations, policies and procedures.

Performs advanced computer related functions including production of a variety of correspondence, reports, forms, brochures, spreadsheets, graphs, maps, newspaper ads, etc., utilizing a variety of software applications including Desktop Publishing.

Maintains, assembles, indexes, organizes, and coordinates filing requirements of office correspondence, documents, forms, reports, etc.

Maintains office-based accounting records related to budget allotments for various accounts for the department. Monitors, prepares and submits reports for budget expenditures. Identifies, researches and prepares reports for variance.

 Provides support and technical expertise to other staff, including developing procedures and documentation in the installation and utilization of software applications. Troubleshoots problems in this area and liaises with Information Management Services, as required.

Participates in the resolution of problems relating to the functions of the department, including making recommendations for changes to established methods or work procedures.

Acts as liaison with the public and, on their supervisor's behalf, arranges meetings, interviews and functions with school and district personnel, job applicants, students, parents and outside agencies.

May supervise the work of other clerical staff and provide direction to and participate in the work of clerical staff in lower classifications, as required.

Undertakes data searches, compiles and checks records to provide accurate information to enquiries; prepares tabulated statistical reports and summaries.

Arranges for displays, meetings, conferences and exhibits of district activities.

May act as receptionist in the specific department to which they are assigned.

In the Human Resources Department reviews teacher/support staff qualifications and assists with evaluation of qualifications for specialized jobs. Updates records, prepares qualifications handbook/reports.

Assists with reference checks for potential employees as required.

Attends meetings and takes notes as required.

Assists with placement/assignment of teaching and support staff as required.

In the Special Education Department may liaise with the Transportation Department to

schedule and re-schedule transportation services for special needs students.

Performs related duties, as required.

JOB REQUIREMENTS

KNOWLEDGE, ABILITIES AND SKILLS

Knowledge of the applicable rules and policy/regulations governing District and departmental activities.

Ability to analyse and interpret numerous statistical and other data, to recognize discrepancies and apparent contradictions.

Ability to organize work, and to plan, assign, and direct the work of assigned staff.

Ability to work under time constraints and to meet deadlines despite constant interruptions.

Clerical and secretarial skills and expertise in the use of computers and a variety of software applications for the production of spreadsheets, reports, correspondence, etc.

Interpersonal and communication skills at the level required to perform the duties assigned.

Ability to work and plan in a team environment.

Skills in the use of standard office equipment and the ability to learn the operation of unfamiliar office equipment unique to a given worksite. 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.

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

Ability to provide procedural advice and guidance to other personnel.

TRAINING AND EXPERIENCE

Completion of grade 12, plus additional post-secondary courses in business, accounting techniques, computers and/or office systems organization and supervision leading to a certificate or diploma in office management, or equivalent.

Two years' experience in a related work environment, or an equivalent combination of training and experience.

LICENCES, CERTIFICATES AND REGISTRATIONS

None