Substitute Clerical Office Support

Under general supervision to perform difficult and highly specialized record keeping and processing pertaining to class scheduling the development and maintenance of official high school student records and reports student attendance record keeping and reports; to send official transcripts to other educational institutions; and to perform related work as required.

The tasks listed in this section are representative of duties assigned to positions in this class. This list is not intended to be an exhaustive list of all of the tasks assigned to positions in the class and it is not expected that all of the tasks listed are necessarily assigned to all positions in the class.

Register new and returning students and verify residency and guardianship; implement student withdrawal processes for transfers and graduates; prepare registration packets; resolve registration questions which do not require an administration; backup computer. Process course request forms for student use in selecting classes of study; process completed class scheduling forms prepare verification documents teacher rosters and student schedules; process schedule changes.

Monitor and evaluate records for completion of graduation requirements; review graduation check of counselors and records; alert counselors to any noted graduation deficiencies; establish and file into official student cumulative record files archive senior transcripts; transcribe and input students grade history proficiencies and school history to student database create official student records and transcripts using database software; compute grade point average and class standing; communicate with staff parents and students regarding graduation deficiencies; print and send transcripts for current and past students obtain transcripts for incoming students and maintain records of transcripts sent.

Scan student absence reports post absences to student database distribute absence report forms to teachers; place and receive telephone calls to verify student absences; receive and screen written absence verifications from parents; print review and distribute student absence profiles; prepare ADA and enrollment reports; prepare truancy letters; discuss student absences with parents and prepare referrals; prepare and process drop and transfer forms; prepare student absence records for audits; serve as a secretary to an administrator as assigned.

Perform varied administrative support and secretarial work to assist administrators and professional staff such as to give information that requires a thorough understanding of functions of the office; schedule meetings and appointments; draft letters bulletins and other documents for distribution review and/or signature; compile information for reports; maintain specialized records and use the records to generate a variety of documents; monitor processes of the office to ensure that deadlines will be met and that information needed to meet requirements is available and correct; serve as a receptionist screen calls and refer callers to appropriate person; listen to students and parents who have service requests concerns and complaints.

Keyboard forms correspondence and notices to parents school districts universities and colleges businesses and others using typewritten keyboard and text processing software. Format and print a variety of computer reports; prepare report cards and progress reports for mailing.

Operate standard office equipment make photocopies and assemble documents. Operate microcomputer computer terminal and scanner to enter data process text and generate reports; prepare query lists and use printers to generate outputs; troubleshoot student database computer system.

Administer first aid and dispense medication in accordance with district policy; call parents to report student illness and injury; in instances of emergency call emergency medical service personnel; monitor students who have known chronic medical conditions in accordance with physician instructions.

Assign and direct the work of student aides.

Serve on assigned committees and teams. Participate in District mandated training and retraining programs. Perform related work as required.

Knowledge of:

Standard office procedures and practices including but not limited to filing systems telephone technique and composition of business correspondence.

Correct English usage grammar spelling and punctuation.

Basic mathematics.

Microcomputer operating methods and applicable standard software applications.

Advanced automated and manual record keeping and reporting methods and student database software.

Ability to:

Operate a microcomputer/computer terminal with efficiency and use keyboard at a corrected speed of 45 words per minute.

Use standard office spreadsheet and student database software proficiently.

Communicate effectively in English orally and in writing and displaying tact patience and judgment.

Retain and recall information.

Make arithmetic calculations with accuracy.

Learn and apply with consistency and good judgment State and district requirements district policies and procedures applicable sections of State Education Code and other applicable laws.

Perform detailed record keeping with speed and accuracy.

Plan organize and complete work independently and within established deadlines.

Maintain confidentiality of student records.

Work with a high level of interruptions.

Establish and maintain an effective working relationship with those contacted in the course of work.

Any combination of training education and experience which demonstrates possession of the knowledge and abilities stated above and the ability to perform the duties of the position. A typical qualifying entrance background is three years of responsible automated record keeping and report preparation experience which requires the use of judgment in the application of a variety of standards and regulations with a high level of independence of action and public contact or two years of experience in Benicia Unified School District at or equivalent to the level of School Office Specialist wherein the incumbent has gained the skill knowledge and ability to perform the duties of the position.

The Physical Abilities and Other Conditions of Employment listed in this section are representative of but are not intended to provide an exhaustive list of Physical Abilities and Other Conditions of Employment which may be required of positions in this class. Benicia Unified School District encourages persons with disabilities who are interested in employment in this class and need reasonable accommodation of those disabilities to contact the Personnel Department for further information.

Vision: (which may be corrected) to read small print; view a computer screen for prolonged periods.

Hearing: (which may be corrected) answer telephones and answer questions.

Speech: to be understood in face-to-face communications; to speak with a level of proficiency and volume to be understood over a telephone.

Upper Body Mobility: use hands and fingers to feel grasp and manipulate small objects; manipulate fingers twist and bend at wrist and elbow; extend arms to reach outward and upward; use hands and arms to lift objects; twist and bend at torso; turn raise and lower head.

Lower Body Mobility: bend at waist; stoop; sit for short periods of 30 minutes.

Strength: to lift push pull and/or carry objects which weigh as much as 15 pounds on a frequent basis; to push/pull objects which weigh as much as 25 pounds on an occasional basis.

Environmental Requirements: encounter constant work interruptions; work cooperatively with others; work independently; work indoors.

Mental Requirements: read write understand interpret and apply information at a moderate level essential for successful job performance; math skills at a basic level; judgment and the ability to process information quickly; learn quickly and follow verbal procedures and standards; give verbal instruction; rank tasks in order of importance; copy compare and compile information and records.