Job Description / Essential Elements:
SANTA CLARA UNIFIED SCHOOL DISTRICT
CLASS TITLE: CLERICAL ASSISTANT
Under the direction of an assigned supervisor, perform a variety of responsible clerical duties to assist to administrators, counselors, students, and parents involving frequent public contact; assist administrators, teachers, parents, and students; input a variety of information and produce a variety of correspondence, records, and reports; greet the public, answer phones, and provide information; process student attendance and assist parents and students with registration and class enrollment; assist with a variety of details related to the implementation of District programs.
Perform a variety of responsible clerical duties to assist administrators, counselors, secretaries, program managers, students and parents involving frequent public contact; assist with the smooth and efficient processing and flow of information and materials. E
Assist parents and students with registration, class enrollment and class changes; review completed forms for accuracy, completeness and conformity with established policies, codes and other guidelines; prepare and assist in maintaining permanent record cards and cumulative files and provide copies of transcripts upon request. E
Greet the public and answer phones; provide information and directions, take messages, or transfer to appropriate individual as needed; provide information to students, teachers, parents and others regarding assigned office or program; explain established policies and procedures; assist in orienting parents and students to school facilities and activities. E
Process student attendance; collect attendance rosters and maintain lists of individuals and reasons for absence; scan and/or enter information into computerized student data base; call parents to clear unverified absences; generate periodic attendance reports. E
Provide information related to assigned school site or program office; schedule appointments for administrators; assist students in using program materials, including a career center; prepare a variety of correspondence, lists, records, and reports as assigned; operate hardware and software applications to prepare documents. E
Operate a variety of office equipment, including personal computers and computer terminals, printer, typewriter, fax machine, copier, scanning machine, and intercom system. E
Perform a variety of responsible clerical tasks; prepare and type correspondence, schedules, bulletins, applications, purchase requisitions and other documents; compare budget records against printouts to verify accuracy; research and resolve errors and discrepancies as needed. E
Assist in providing general health assistance to ill or injured students; dispense medications according to physicians directions and District guidelines; determine appropriate health care measures and contact professional medical personnel or arrange for student transportation to medical facilities according to established District policies and procedures. E
Monitor student's behavior assigned to the office for discipline or classroom behavior
issues; prepare related correspondence to parents and other individuals as appropriate. E
Assist other office staff as needed; and provide direction to student assistants as assigned.
Perform related duties as assigned.
KNOWLEDGE AND ABILITIES:
Modern office practices, procedures and equipment.
Operation of a computer terminal.
Correct English usage, grammar, spelling, punctuation and vocabulary.
Interpersonal skills using tact, patience and courtesy.
Telephone techniques and etiquette.
Oral and written communications skills.
First aid procedures.
Perform a variety of responsible clerical duties quickly and accurately involving
frequent public interaction.
Input a variety of class registration, class change and placement test data into a
Learn, interpret and explain rules, regulations and policies regarding assigned school office.
Operate a computer terminal to enter data, maintain records and generate reports.
Determine appropriate action within clearly defined guidelines.
Understand and follow oral and written directions.
Establish and maintain effective and cooperative working relationships with others.
Work confidentially with discretion.
Meet schedules and time lines.
Maintain records and prepare reports.
Make arithmetic calculations quickly and accurately.
Patiently provide assistance and complete work with many interruptions.
Type and/or use word processors accurately at 45 words per minute.
Communicate effectively with students, staff and the general public.
EDUCATION AND EXPERIENCE:
Any combination equivalent to: graduation from high school and one year of responsible clerical experience involving contact with the public in an automated office environment.
School office environment; subject to frequent interruptions.
Seeing to observe documents, hearing and speaking to communicate with others, sitting or standing for extended periods of time, dexterity of hands and fingers to operate office equipment, bending, reaching overhead and above shoulders, and lifting and carrying objects weighing up to 20 pounds.
Incumbents may be exposed to contact with angry or dissatisfied individuals and sick or bleeding students.