TITLE: Senior Clerk Typist

TYPE: Unit D Collective Bargaining Agreement

SALARY: Per Unit D Collective Bargaining Agreement
REPORTS TO: Building Principal/Central Office Administration

 

 

 

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Demonstrate excellent secretarial skills, including at least 50 words per minute at the keyboard with a minimum of errors, general bookkeeping skills, organizational and filing skills, and the ability to use electronic equipment for word processing, data management, information retrieval, visual presentations, and telecommunications.
• Proficient in the use of Microsoft Office Suite (Excel, Word, Power Point)
• Demonstrate the ability to communicate effectively in English, both orally and in writing, using proper grammar and vocabulary.
• Demonstrate appropriate telephone etiquette, with proper voice inflection.
• Have excellent integrity, character and initiative.
• Demonstrates enthusiasm and interpersonal skills to relate wetl with students, staff, administration, parents and the community, including difficult and emotional situations.
• Organize and maintain an efficient and effective office that handles a variety of tasks for the administration, faculty, students, and parents of the school.
• Perform secretarial and clerical tasks of a varied nature. Many tasks will require a thorough knowledge of the rules and regulations of the school and school system and the frequent exercise of independent judgment within the scope of the authority granted by the Principal.
• Distribute mail and handle correspondence of the office, responding to routine requests for information, and transcribing, word processing, and proofing letters and responses. Type, reproduce and distribute notices to staff, students and parents.
• Ensure that all communications from the office meet proper written and oral English standards.
• Act as a receptionist, greeting visitors, answering telephone calls in a pleasant and efficient manner, and communicating effectively in routine, sensitive, and confidential matters.
• Register new students, secure appropriate student records, maintain confidential        student  records, and transfer records for students moving to other schools.
• Maintain attendance data for each staff member, recording attendance, absences, substitutes, and other required information. Prepare attendance reports, coordinated with payroll data, as required. 9. Maintain a current school calendar of events and use of facilities.
• Maintain efficient and well organized electronic and paper data collection and filing systems, including confidential student and personnel files.
• Make announcements and operate the school intercom systems.
• Assist the Principal or designee in the preparation of reports and documents by creating graphics and displays, using word processing and data management, creating an attractive presentation, copying, collating, and distributing final products.
• Create forms, and compile and organize data and information necessary for the efficient operation of the office, the completion of required district and State data collections, and the completion of the Principal's or designee's responsibilities. Complete all required monthly and year end reports in a timely fashion.
• Order and maintain office supplies.
• Maintain inventories of books, materials, and equipment of the school.
• Supervise assigned secretarial and clerical assistants.
• Create and maintain a clean, attractive, orderly, safe, and efficient office environment.
• Recommend to the Principal or designee improvements needed in office procedures or operations. Communicate to the Principal or designee any unusual situations.
• Assist the Principal or designee and staff in handling interruptions and emergencies, calling for assistance when needed.
• Work cooperatively with staff in other offices with the completion of large or time sensitive projects or emergencies.
• Maintain a safe working condition and operate electronic and other equipment needed to carry out job functions and responsibilities.
• Attend required staff meetings and serve, as appropriate, on staff committees.
• Serve as a role model for students and staff in demonstrating positive attitudes, appropriate attire and grooming.
• Protect confidentiality of records and information about students and staff
• Perform other duties and responsibilities as assigned by the Principal or designee, or other administrative staff.

REQUIRED MINIMUM QUALIFICATIONS

1. Prior experience as a secretary or clerk.
2. Massachusetts Civil Service
3. High School Diploma - Associates or Bachelors Preferred

ADA & MINIMUM QUALIFICATIONS TO PERFORM ESSENTIAL JOB FUNCTIONS

• Physical Requirements: Must be physically able to operate a variety of equipment including computers, copiers, adding machines, etc. Must be able to exert up to 10 pounds of force occasionally, and/or a negligible amount of force constantly to lift, carry, push, and pull or otherwise move objects, including the human body. Must be able to stand, crouch and bend over for a long period of time at intervals throughout the day.
• Data Conception: Requires the ability to compare and/or judge the readily observable, functional, structural or composite characteristics (whether similar or divergent from obvious standards) of data, people or things.
• Interpersonal Communication: Requires the ability to speak and/or signal people to convey or exchange information. Includes giving instructions, assignments or directions to subordinates or assistants.
• Language Ability: Requires the ability to read a variety of correspondence, reports, forms, newsletters, schedules, manuals, invoices, requisitions, menus, recipes, journals, etc. Requires the ability to prepare correspondence, reports, forms, evaluations, procedures, charts, surveys, articles, bid specifications, brochures, news releases, handbooks, budgets, etc., using prescribed formats and conforming to all rules of punctuation, grammar, diction, and style. Requires the ability to speak before groups of people with poise, voice control and confidence.
• Intelligence: Requires the ability to apply principles of logical or scientific thinking to define problems, collect data, establish facts, and draw valid conclusions; to interpret an extensive variety of technical instructions in mathematical or diagrammatic form; and to deal with several abstract and concrete variables.
• Verbal Aptitude: Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively and efficiently in a variety of technical or professional languages including medical, legal, accounting and marketing terminology.
• Numerical Aptitude: Requires the ability to utilize mathematical formulas; to add and subtract; multiply and divide; utilize decimals and percentages; and to apply the principles of algebra and geometry.
• Form/Spatial Aptitude: Requires the ability to inspect items for proper length, width and shape.
• Motor Coordination: Requires the ability to coordinate hands and eyes rapidly and accurately in using office equipment.
• Manual Dexterity: Requires the ability to handle a variety of items such as office equipment and hand tools. Must have minimal levels of eye/hand/foot coordination.
• Interpersonal: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under stress and when confronted with emergency situations.
• Physical Communication: Requires the ability to talk and hear: (Talking: expressing or exchanging ideas by means of spoken words. Hearing: perceiving nature of sounds by ear.) Must be able to communicate via telephone