Office Clerk

Primary Function

The Office Clerk’s primary responsibility is to assist the Office Manager with the day-to-day operations of the campus. The Office Clerk supports the needs of students, employees, and volunteers and maintains a clean and courteous office environment. With direction from the Office Manager and School Leader, this position manages daily communications to and from the front office.

Essential Functions

• Manage daily communications in front office, including, but not limited to:
• Answer phones, answer gate, greet and assist guests;
• Volunteer sign in/out according to policy;
• Receive and distribute mail and packages;
• Absorb inquiries from parents & prospective parents;
• Execute system for school mailings and communications in all languages.
• According to policies and procedures, assist with academic compliance, which includes, but is not limited to:
• Maintain accurate student records, manage enrollment and daily attendance, coordinate requests for independent study, and support with progress report distribution.
• Manage student records, enrollment, and attendance for audit purposes;
• Ensure accuracy of data in PowerSchool and other school tracking systems/databases.
• According to policies and procedures, assist with campus operations, including, but not limited to the areas of health/safety, fiscal policies, compliance, event planning and field trip management and logistics.
• Care for students who need basic medical attention including, but not limited to:
• Attend to sick and injured students;
• Administer first aid and medications as allowed by law;
• Communicate with parents and teachers regarding students’ health;
• Follow school protocol for documenting and managing incident reports.
• Aid with administrative clerical duties, including, but not limited to:
• Filing (student records, emergency contact forms, attendance notes, progress reports, etc.);
• Updating documents according to procedure (student directory, staff contact list);
• PowerSchool maintenance (entering lunch, afterschool, attendance, running reports, etc.);
• Aiding with volunteer tracking and task delegation;
• Maintain clean front office space, including, but not limited to:
• Organizing & updating all main office binders: emergency, incidents reports, medical logs, Board information;
• Maintaining information and materials for parents, guests, students, employees;
• Keeping a fully stocked office space with supplies and functioning equipment;
• Work with Network Support to process purchase requests
• Communicate with parents, staff, and teachers on procedures; support them with all office requests.
• Communicate effectively, both orally & in writing, and in a timely and respectful manner with students, parents, & other professionals routinely.
• Maintain confidentiality of sensitive information
• Serve as Spanish interpreter, as needed.
• Model professional behaviors and ethical standards when dealing with students, parents, peers, and the broader community.

Other Functions

• Perform other duties as assigned.
• Assist in other school programs when necessary.

Knowledge of

• Excellent communication skills, both verbal and written;
• Excellent interpersonal skills and a collaborative work style;
• Communicating policies and procedures;
• Implementing best practices;
• Professional skills for collaboration and teamwork with other professionals;
• Using basic office equipment;
• Proficiency in Microsoft suite.

Ability to

• Communicate effectively both verbally and in writing with all stakeholders;
• Work collaboratively and professionally with the Larchmont Schools team;
• Follow instructions from supervisor;
• Ability to manage many tasks and requests at the same time, open to direction and has commitment to get the job done;
• Use modern technology for various responsibilities;
• Operate and thrive in a start-up, community environment;
• Manage many tasks at one time;
• Take direction, collaborate, and critically think through problems and propose solutions to supervisor.

Physical Requirements

• Continual speaking;
• Frequent sitting, reaching, walking, bending, grasping and pinching;
• Occasional lifting and carrying, squatting, twisting or kneeling.

Environment

• Uneven surfaces, noise, quick work pace;
• Required to work effectively under stressful situations and respond to the unpredictable behaviors of students;
• Frequent use of computer screen;
• Occasionally involves working outdoors and exposure to inclement weather;
• Infrequently involves exposure to traffic congestion;
• May rarely involve exposure to biohazardous waste.

Qualifications

• (*) Bachelor’s degree (preferred); or one to two years related experience and/or training; or equivalent combination of education and experience
• (*) Charter School office experience (preferred)
• (*) Familiarity working with school-aged children
• (*) TB Test clearance & DOJ finger printing clearance
• (*) A demonstrated commitment to strong customer service, high professional ethical standards and a diverse workplace
• (*) Possess/maintain valid Adult and Child CPR/First Aid/AED certification