Clerk - Office - School

Pay

PSE Salary Schedule Level 4 – $24.11 per hour.

Schedule

.5 hours per day, 182 days per year.

Responsibilities

• Provide a variety of office support to an assigned program, including receptionist duties, composing and typing correspondence and reports, record tracking, budget/financial tracking, customer service, computer operation, and maintaining knowledge of program rules, regulations, and state reports; produce custom reports.
• Maintain program records and research; track records for compliance/completion; ensure record accuracy; input data; produce requested reports; monitor grant monies.
• Coordinate and maintain assessment materials, records, schedules, and results; communicate appropriately to the assigned program/department.
• Prepare monthly newsletters, routine forms, memoranda, and correspondence; proofread and distribute materials.
• Answer telephone calls and greet visitors; provide program information and advice to staff, parents, and professionals; use tact and confidentiality; route callers, take messages, and keep communication lines open among teachers, staff, supervisors, parents, and the community.
• Review and balance budgets with monthly financial reports, including encumbered expenses; monitor receivables; make coding corrections and postings.
• Maintain inventory and related records.
• Operate a computer and various software packages (word processing, spreadsheet, database, desktop publishing, mainframe applications); provide routine and custom reports as requested.
• Maintain current knowledge of program rules, regulations, laws, and procedures; process materials for program compliance.
• Track projects and deadlines; coordinate with others to meet program timelines; report monthly enrollment counts for categorical programs.
• Provide clerical support such as typing correspondence, reports, and memoranda; compose correspondence; maintain a calendar; arrange travel and conferences; create and maintain files; take meeting minutes; prepare agendas; perform a wide range of office support tasks.
• Receive, open, date‑stamp, and route incoming mail; screen mail and take appropriate action.
• Model appropriate and cooperative behavior, protecting confidential information in line with district ethical guidelines.
• Provide backup and peak‑load assistance as requested; work with auditors or compliance personnel; purchase and track refreshments for meetings; serve on district committees or departmental work teams.
• Perform related duties consistent with the scope and intent of the position.

Reporting Relationships

Reports to the assigned administrator; may receive direction from multiple program personnel.

Mental Demands

Requires adaptability to shifting priorities, frequent re‑channeling of work effort, concentration, and attention to detail. May occasionally deal with distraught or difficult individuals.

Physical Demands

Exposure to a visual display terminal for prolonged periods; required to sit for prolonged periods; occasional travel to various school sites.

Minimum Qualifications

Two (2) years of training in secretarial procedures, involving detailed record maintenance and customer service.

Advanced training in business or secretarial procedures may substitute for up to one (1) year of the required experience on a month‑for‑month basis, or other alternatives deemed acceptable by the district.

Required Knowledge, Skills, and Abilities

• Effective oral and written communication.
• Customer service and public relations proficiency.
• Knowledge of office procedures.
• Familiarity with the VAX system and data interpretation.
• Understanding of bookkeeping and accounting procedures.
• Ability to maintain budget spreadsheets.
• High‑level keyboarding and data‑entry skills.
• Skill in operating a variety of office machines.
• Ability to operate a computer and learn specific software programs, including database and spreadsheet applications.
• Strong grammar, spelling, and English usage.
• Aptitude for arithmetic calculations.
• Ability to compose and format correspondence, reports, graphs, and charts.
• Capability to set up and maintain accurate files and records.
• Organizational skills and ability to prioritize work.
• Maintain confidentiality.
• Establish and maintain effective working relationships with a diverse group of people.

Licenses / Special Requirements

• Fingerprinting and background check to confirm no convictions involving physical molestation, abuse, injury, or neglect of a minor.
• Completion of training in and adherence to the district infection control plan.
• Some positions may require a valid Washington state driver’s license and a good driving record for travel between school sites.