Part Time Guidance Clerk 4 Hours181 Days July Start Date

Position Title: Guidance Clerk

Reports To: Principal/School Guidance Counselor

Department: School

FLSA Status: NonExempt

SUMMARY:

Provides responsible secretarial and administrative support to assigned supervisor. Exercises independent judgment in performing activities such as scheduling activities coordinating office functions administering support for district programs handling special projects and problems etc.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Develops analyzes and/or maintains various records reports graphs charts forms spreadsheets and/or databases using a variety of automated software applications.
• Provides secretarial support by performing such duties as answering screening and directing telephone calls; screening incoming mail; typing; developing and maintaining a central filing system; directing visitors; scheduling meetings; taking minutes etc.
• Responds to complaints and inquiries of routine and nonroutine nature or refers them to appropriate persons and/or departments as needed.
• Assists with distribution of report cards and various student information reports such as test scores grade reports etc.
• Maintains cumulative folders with appropriate documents as outlined by the Aiken County Public School District policy.
• Purges nonrelevant items from cumulative folders when a student withdraws or graduates per Aiken County Public School District policy.
• Serves as a member of the school graduate rate team to file appropriate documentation for each student withdrawing from school.
• Maintains or assists in maintaining accounting books for department; processes purchase orders and invoices; maintains accurate records of expenditures and balances; performs reconciliations etc.
• Effectively serves as liaison between students principals teachers support staff and other counselors.
• Effectively maintains office inventory and supplies orders supplies as necessary and in consultation with faculty and staff.
• Manages various nonroutine special projects as assigned.
• Places orders controls and/or monitors departmental supplies and equipment.
• Interacts with various business persons district administrators and staff students parents government officials and agencies etc.
• Correctly enters and maintains data.
• Performs other duties as may be assigned by the Principal or School Guidance Counselor.

JOB SPECIFICATIONS

EDUCATION and/or EXPERIENCE:

Associate Degree in Administrative Assistance or Secretarial Science with three to five years of responsible secretarial and administrative support experience; or an equivalent combination of training and experience which provides the required knowledge skills and abilities.

Such alternatives to the above qualifications as the Board may find appropriate and acceptable.

CERTIFICATES LICENSES REGISTRATIONS:

Not applicable

SUPERVISORY RESPONSIBILITIES:

Not applicable

LANGUAGE SKILLS:

Advanced knowledge of Business English spelling punctuation mathematical computation and possession of an excellent vocabulary. Ability to read and interpret documents such as safety rules operating and maintenance instructions and procedure manuals. Ability to write and/or type routine reports and correspondences. Ability to speak effectively before groups of district personnel or organizations.

MATHEMATICAL SKILLS:

Ability to add subtract multiply and divide in all units of measurement using whole numbers common fractions and decimals. Application of percentages ratios and proportions to practical situations is required.

REASONING ABILITY:

Ability to interpret and carry out instructions furnished in written oral diagram or schedule form. Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to analyze information and use logic to address work related issues and problems. Ability to quickly assess employee departmental and administrative needs and provide timely feedback. Ability to analyze varied functions processes and tasks for the preparation of varied and complex records and reports.

Thorough knowledge of the principles of office management and of modern office procedures systems and equipment such as typewriters calculators and word processors. Strong knowledge of word processing email spreadsheets electronic file management the internet and reporting and presentation software. Knowledge in maintaining confidentiality of information of a sensitive and confidential nature. Ability to type clear copy at the minimum required rate. Ability to create electronic reports and presentations use the internet efficiently communicate electronically via email and manage electronic data and files in an organized manner.

OTHER SKILLS and ABILITIES:

Ability to perform duties with awareness of all district requirements and Board of Education policies.

Ability to operate a personal computer and related software. Ability to work independently on responsible and confidential assignments and secretarial tasks with limited supervision. Ability to develop effective working relationships with students parents staff district employees and the school community. Ability to communicate clearly and concisely both orally and in writing. Ability to develop effective working relationships with staff and district employees. Proficiency with Microsoft applications such as Excel Word and PowerPoint required. Ability to perform duties with a high level of detail and accuracy. Ability to selfmonitor and manage multiple tasks while working individually and with members of a group.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The employee will occasionally lift and/or move up to 25 pounds such as boxes of materials. The employee will sometimes push/pull items such as furniture or boxes of materials.

While performing the duties of this job the employee is regularly required to sit stand walk talk listen and/or reach with hands and arms. Specific vision abilities required by this job include close vision distance vision. Routine local travel is required. Duties of the job require frequent use of a computer monitor and related equipment.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Office environment with limited exposure to environmental conditions. The noise level in this environment is quiet to loud depending upon the activity in the particular part of the day. Frequent interruptions and immediate attention to unexpected situations are expected.

TERMS OF EMPLOYMENT:

181 Days/8 Hours

Clerk & Office Staff Pay Scale

The terms of employment detailed in this job description are based on full time employment during the school year. Conditions of employment adjusted for part time employees or individuals who are hired for less than an entire school year.

EVALUATION:

Performance of this job evaluated annually according to Board Policy.

DISCLAIMER STATEMENT:

The information contained in this jobdescription is for compliance with the American with Disabilities Act (A.D.A. and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.