Office Clerk ($1,000 Hiring Bonus)

Purpose of Position

This position is responsible for assisting the Office Manager in the daily administrative functions of a Charter School. Tasks are clerical in nature and include filing, typing, records maintenance, and other office work commonly associated with a charter school.  This position frequently interacts with employees, parents, vendors and other entities. 

Principal Responsibilities/Duties

Often with minimal to no supervision, the office clerk will be responsible for the overall administration of office tasks.  The following is a partial list of the types of responsibilities for which is the office clerk will be responsible:

• Assists the office manager in the preparation of critical correspondence in both Spanish and English.  Translates critical documents from English to Spanish and Spanish to English.
• Follows existing clerical procedures in a school office to insure timely preparation and submission of reports, records, studies, letters, and other materials.

• Performs secretarial duties for a principal & office manager by arranging appointments, maintaining an appointment calendar, receiving visitors, screening telephone calls and mail, and composing communications from general instructions or rough notes.
• Reviews communications, bulletins, reports, and other items and obtains information from a variety of sources as requested by the administrator in order to advise on necessary actions and to provide information to school personnel, parents, students, and others.
• Answers or refers inquiries to the appropriate individual(s); contacts administrative offices and public service agencies as needed, assists in the interpretation of District and school policies, and coordinates and provides approved information to parents, students, school personnel, and the public over the telephone and in person.
• Requests available teachers to cover classes during absences of regular or substitute teachers and maintains related records.
• Orients new and substitute teachers, parent groups, volunteers, and aides in school and office administrative policies and procedures and issues materials, such as daily bulletins, programs, and keys.
• Organizes and maintains files, records, guides, and rule books.
• Performs miscellaneous clerical work, such as filing, typing, relaying messages, operating office machines, and opening and routing mail.
• Provides orientation and training for clerical personnel, including those assigned to offices supervised by certificated staff.
• Advises school administrators on office procedures, layout, equipment, and staffing, and on policies and procedures related to the clerical staff.
• May maintain a standardized bookkeeping system for financial transactions, receive and disburse funds, and compile reports.
• May oversee students waiting in the main office of the school.
• May provide guidance to volunteers and others working in the school office.
• May prepare and proofread class schedules and other materials and supervise their mailing and distribution.
• May provide minor first aid, arrange for care of ill or injured students, and, dispense prescribed oral medication in the absence of a School Nurse and in accordance with all applicable rules and regulations.
• Assist in yard supervision of students during recess and other times as needed.
• Performs other related duties as assigned.

 Minimum Required Skills, Education/Training & Experience

Education/Training/Screening

• Associates Degree or substantial progress towards attaining same
• CPR certification – must complete during first month of employment
• Mandated Report Training (Child Abuse) – must complete during first month of employment.
• Must be able to take and pass a criminal background check (pre-employment requisite)
• Must hold a valid California Drivers’ License.

Experience

• One to three (1 - 3) years’ experience in office clerical work using typical office machinery and other technologies (copiers, faxes, computers).
• One (1) year using Time and Attendance (time sheet) software – employee time reporting.

Skills

• Bilingual Spanish / English written and spoken.
• Proficiency with all common Office software (Word, Excel, Outlook), including basic database management.
• Excellent grammar and communication skills – both verbal and written
• Excellent organizational skills and time management skills – able to balance multiple tasks with often competing deadlines.
• Ability to type rapidly and accurately.
• Excellent judgment and ability to handle sensitive information.

This position description is not a complete statement of essential functions, responsibilities, or requirements. Requirements are representative of the minimum level of knowledge, skill, and/or abilities. Management retains the discretion to add or change typical duties of a position at any time.

Physical Working Environment

The position is located in a school or office building, which may be air conditioned, heated and served by an elevator.  Occasional travel to the various operating sites will be required including the ISANA main office. Occasional outside work with extended standing and walking. There is no prolonged exposure to noise or weather. Must be able to climb stairs, stand and sit for extended periods of time. Requires finger dexterity (computer use).