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Hamilton County Department of Education · 15 hours ago

Clerical Assistant - 201 Day

Hixson, TN

Full-time

Onsite

Entry Level

1+ years exp

Hamilton County Schools, located in Chattanooga, TN, is dedicated to ensuring that all students thrive. The Clerical Assistant will perform clerical work associated with processing information and documentation in support of an assigned school, providing quality services and support to staff and stakeholders.

Education Management

Responsibilities

Acts in a professional, respectful, and welcoming manner at all times

Creates a customer-focused climate and provides quality services and support to school and other stakeholders

Complies with applicable district, state, and federal codes, laws, rules, regulations, standards, policies and procedures

Provides clerical support for the assigned school; processes a variety of documentation associated with department operations within designated timeframes and per established procedures

Provides clerical support for school principal, assistant principal, counselors, teachers, and other staff; maintains appointment calendars and schedules meetings, appointments, training sessions, or other activities; opens/screens mail; types, edits, or proofreads correspondence

Performs customer service functions; answers telephone calls, greets visitors, and assists individuals at front counter; ascertains nature of business, directs callers/visitors to appropriate personnel, and records/relays messages; provides information/assistance regarding school programs, activities, procedures, forms, fees, or other issues; responds to routine questions/complaints and initiates problem resolution

Processes documentation pertaining to student attendance; enters attendance data; produces daily attendance reports and distributes to teachers; signs in late students and distributes tardy slips; contacts parents to verify absences; reviews doctors’ notes or other proof of medical absences; maintains student attendance, tardiness, delinquency, suspension, and dismissal records; prepares social worker referrals for excessive absence/tardiness

Processes documentation pertaining to student enrollment activities; processes student registrations, withdrawals, and transfers; corrects/updates data as appropriate; makes copies of student records for transfer to other schools; requests transfer of student records from other schools

Processes documentation pertaining to student records; maintains database of student records; maintains class schedules, report cards, progress reports, and other documentation in student records; locates and disseminates files as requested by authorized individuals, according to policy

Assists with monitoring of students during lunches, school arrival/departure times, or at other events/activities

Assists with bookstore operations; ensures adequate inventory levels and initiates purchase requisitions; conducts sale of items from bookstore to students, parents, or others; balances daily receipts and maintains records of revenues

Copies and distributes school calendars; assists in maintaining schedules and calendar of events for faculty, staff, and other personnel

Processes documentation and enters information pertaining to free/reduced lunch program; explains program to parents; receives applications and forwards to appropriate personnel

Monitors inventory of department supplies and forms; ensures availability of adequate materials to conduct work activities; initiates requests/orders for new or replacement supplies

Processes incoming/outgoing mail; sorts, organizes, opens, and/or distributes incoming mail; prepares outgoing mail for pickup

Receives various forms, reports, and correspondence; forwards or retains as appropriate

Operates a computer to enter, retrieve, review or modify data; performs data entry functions by keying data into computer; verifies accuracy of entered data and makes corrections; utilizes word processing, spreadsheet, database, desktop publishing, e-mail, Internet, or other programs

Performs basic maintenance of computer system and office equipment, such as backing up data or replacing paper, ink, or toner; coordinates service/repair activities as needed; provides assistance/support with operation of computers or office equipment as needed

Maintains file system of various files/records; prepares and sets up files; sorts/organizes documents to be filed; files documents in designated order; retrieves/replaces files; shreds/destroys confidential or obsolete documents

Performs general/clerical tasks, which may include making copies, distributing forms/documentation, sending/receiving faxes, filing documentation, updating department manuals/documentation, or updating bulletin boards

Communicates with supervisor, employees, other departments, school system officials, school officials/staff, teachers, parents, students, vendors, the public, outside agencies, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems

Communicates through the proper channels to keep supervisor and other appropriate personnel informed of impending problems or events of unusual nature

Follows established procedures to ensure assigned areas are safe

Works collaboratively with all stakeholders

Attends work and arrives to work on time

Maintains confidentiality

Adheres to the Teacher Code of Ethics as defined by Tennessee Law

Complies with accounting and financial policies and procedures involving the handling of money and property, as well as other Board policies

Assists with clinic activities; takes temperatures of sick/injured children; provides minor first aid, such as applying ice or bandages; contacts parents/guardians to pick up sick/injured children; maintains medication records and dispenses medication to students according to policy

Use computers and other technology to enter and access information related to essential job functions

Provides assistance to other employees or departments as needed

May operate a motor vehicle to conduct various work activities

Performs other duties as assigned

Qualification

Customer serviceData entryOffice administrationTechnology proficiencyVerbal communicationWritten communicationPrioritization skillsOrganizational skillsConfidentiality