2025-2026 Clerical Support Coach

Job Title: Clerical Support Coach

Department: Communications

Pay Grade: O190

FLSA Status: Non-Exempt

Reports to: Coordinator IV Customer Service

GENERAL PURPOSE

Provide support at both building and district levels through on-site modeling direct assistance and clear communication of departmental functions and procedures. Coordinate professional development activities and offer complex confidential administrative support to both new and current Administrative Assistants.

ESSENTIAL JOB FUNCTIONS

• Provides new hire support and coaching on departmental procedures and policies.
• Demonstrates a high level of expertise and professionalism in building partnerships with stakeholders.
• Supports high-priority work to ensure timely resolutions across sites offering problem-solving opportunities and ongoing collaboration with multiple departments.
• Organizes and coordinates departmental training to support standard operating procedures for district Administrative Assistant staff including collaborating with department leaders and securing sites for professional development.
• Provides support for enrollment transfers financial processes attendance purchasing and work orders.
• Provides efficient training for Penmac substitute Administrative Assistants.
• Demonstrates office efficiency to support district best practice procedures.
• Demonstrates how to receive and greet calls and visitors and interact professionally and courteously ensuring that Administrative Assistants are held to district expectations of customer service.
• Connects new Administrative Assistants with departments that can train and offer additional support as needed.
• Troubleshoots technology issues and software program functions diagnosing and resolving problems.
• Conveys and provides technical information and support to non-technical audiences.
• Demonstrates knowledgeable and proficient operation and support of all district systems to support compliance with all state federal and local mandates.
• Provides coaching to Administrative Assistants to ensure satisfactory job performance with a focus on financial procedures aligned with Business Services and Purchasing Department practices; formal training is delivered by the respective departments.
• Meets district expectations and models professionalism for Administrative Assistants by adhering to email and telephone etiquette as well as using proper grammar and punctuation.
• Collaborates with the Communications Department to gather and disseminate information to Administrative Assistants serving as a key member of the Communications team.
• Demonstrates a strong commitment to on-site support by regularly traveling to various locations to work directly with Administrative Assistants within schools and departments.
• Possesses a strong ability to work effectively with individuals and groups from diverse backgrounds while maintaining a high level of confidentiality.
• Maintains a high degree of confidentiality and possesses the highest standard of professionalism to support and model for Administrative Assistants.
• Demonstrates flexibility while maintaining a calendar that supports buildings across the district; effectively sets priorities meets deadlines and schedules communicates detailed and timely information and adapts to shifting priorities as needed.
• Performs other duties as assigned to ensure the efficient and practical function of district expectations.

QUALIFICATIONS AND REQUIREMENTS

Education and Experience

• High School Diploma or its equivalent.
• A minimum of two (2) years of job-related experience

Certificates Licenses or Other Special Requirements

• Willingness to receive commission and perform the duties of a notary public.
• Possession of a valid Drivers License with evidence of insurability.
• Must pass a Criminal Background Clearance the results of which must be satisfactory to the District required.

Knowledge Skills and Abilities

• Knowledge of basic mathematics including calculations involving percentages and ratios. Able to read and comprehend a variety of job-related resources and manuals. Collaborate effectively with departments to support documentation and the implementation of best practices.
• Skill-based competencies required to support the functions of the job include operating office equipment financial procedures preparing and maintaining accurate records and using software applications.
• Ability to analyze situations identify and define issues draw logical conclusions and develop actionable plans. Skilled in coaching others to apply the same analytical approach effectively.
• Ability to be a strong team player with an asset-based mindset; deeply partner with colleagues to leverage strengths foster collaboration and drive shared success.
• Ability to schedule collaborative professional development for departments in order to train Administrative Assistants.
• Ability to collaborate and communicate effectively with internal and external stakeholders.
• Ability to set high expectations for self and others; set and monitor progress toward goals; and utilize and offer effective feedback for continuous improvement while coaching others to do so as well.

Working Conditions and Physical Requirements

• The work environment is primarily inside where the noise and temperature levels are moderate.
• The work is sedentary requiring exertion of up to 20 pounds of force occasionally and/or up to 10 pounds of force to move objects.
• Must possess the physical ability to perceive the nature of sounds make rational decisions through sound logic and deductive processes express or exchange ideas by the spoken word substantial movements (motions) with the hands wrists and/or fingers and discern letters or numbers at a given distance.
• Additionally the following physical abilities are required: balancing climbing crawling crouching feeling grasping handling hearing kneeling manual dexterity mental acuity reaching repetitive motion speaking standing stooping talking visual acuity and walking.