Clerical Assistant - 201 Day

Overview

Hamilton County Schools, located in Chattanooga, TN, is working to ensure that all students thrive and experience a future without limits.  We are committed to excellence for every student and are seeking outstanding leaders, teachers, support staff, and district employees who desire to make a difference in the lives of students. With nearly 75 schools, we are confident that you can find your place in Hamilton County. 

Learn more about working for Hamilton County Schools at careers.hcde.org and get to know us and our strategic plan, Opportunity 2030. 

The purpose of this job is to perform clerical work associated with processing information/documentation in support of an assigned school. 

Responsibilities

• Acts in a professional, respectful, and welcoming manner at all times. 
• Creates a customer-focused climate and provides quality services and support to school and other stakeholders.
• Complies with applicable district, state, and federal codes, laws, rules, regulations, standards, policies and procedures. 
• Provides clerical support for the assigned school; processes a variety of documentation associated with department operations within designated timeframes and per established procedures.
• Provides clerical support for school principal, assistant principal, counselors, teachers, and other staff; maintains appointment calendars and schedules meetings, appointments, training sessions, or other activities; opens/screens mail; types, edits, or proofreads correspondence.
• Performs customer service functions; answers telephone calls, greets visitors, and assists individuals at front counter; ascertains nature of business, directs callers/visitors to appropriate personnel, and records/relays messages; provides information/assistance regarding school programs, activities, procedures, forms, fees, or other issues; responds to routine questions/complaints and initiates problem resolution.
• Processes documentation pertaining to student attendance; enters attendance data; produces daily attendance reports and distributes to teachers; signs in late students and distributes tardy slips; contacts parents to verify absences; reviews doctors’ notes or other proof of medical absences; maintains student attendance, tardiness, delinquency, suspension, and dismissal records; prepares social worker referrals for excessive absence/tardiness.
• Processes documentation pertaining to student enrollment activities; processes student registrations, withdrawals, and transfers; corrects/updates data as appropriate; makes copies of student records for transfer to other schools; requests transfer of student records from other schools.
• Processes documentation pertaining to student records; maintains database of student records; maintains class schedules, report cards, progress reports, and other documentation in student records; locates and disseminates files as requested by authorized individuals, according to policy.
• Assists with monitoring of students during lunches, school arrival/departure times, or at other events/activities.
• Assists with bookstore operations; ensures adequate inventory levels and initiates purchase requisitions; conducts sale of items from bookstore to students, parents, or others; balances daily receipts and maintains records of revenues.
• Copies and distributes school calendars; assists in maintaining schedules and calendar of events for faculty, staff, and other personnel.
• Processes documentation and enters information pertaining to free/reduced lunch program; explains program to parents; receives applications and forwards to appropriate personnel. 
• Monitors inventory of department supplies and forms; ensures availability of adequate materials to conduct work activities; initiates requests/orders for new or replacement supplies.
• Processes incoming/outgoing mail; sorts, organizes, opens, and/or distributes incoming mail; prepares outgoing mail for pickup.
• Receives various forms, reports, and correspondence; forwards or retains as appropriate.
• Operates a computer to enter, retrieve, review or modify data; performs data entry functions by keying data into computer; verifies accuracy of entered data and makes corrections; utilizes word processing, spreadsheet, database, desktop publishing, e-mail, Internet, or other programs.
• Performs basic maintenance of computer system and office equipment, such as backing up data or replacing paper, ink, or toner; coordinates service/repair activities as needed; provides assistance/support with operation of computers or office equipment as needed.
• Maintains file system of various files/records; prepares and sets up files; sorts/organizes documents to be filed; files documents in designated order; retrieves/replaces files; shreds/destroys confidential or obsolete documents.
• Performs general/clerical tasks, which may include making copies, distributing forms/documentation, sending/receiving faxes, filing documentation, updating department manuals/documentation, or updating bulletin boards.
• Communicates with supervisor, employees, other departments, school system officials, school officials/staff, teachers, parents, students, vendors, the public, outside agencies, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.
• Communicates through the proper channels to keep supervisor and other appropriate personnel informed of impending problems or events of unusual nature.
• Follows established procedures to ensure assigned areas are safe.
• Works collaboratively with all stakeholders.
• Attends work and arrives to work on time.
• Maintains confidentiality.
• Adheres to the Teacher Code of Ethics as defined by Tennessee Law. 
• Complies with accounting and financial policies and procedures involving the handling of money and property, as well as other Board policies.
• Assists with clinic activities; takes temperatures of sick/injured children; provides minor first aid, such as applying ice or bandages; contacts parents/guardians to pick up sick/injured children; maintains medication records and dispenses medication to students according to policy.
• Use computers and other technology to enter and access information related to essential job functions.
• Provides assistance to other employees or departments as needed. 
• May operate a motor vehicle to conduct various work activities.
• Performs other duties as assigned.

Qualifications

Knowledge/Education/Experience:

High school diploma or GED required; supplemented by one (1) year experience and/or training involving general office work (preferably in a school or youth-related environment), customer service, and personal computer operations; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. 

Skills/Qualifications:

• Demonstrates excellent verbal and written communication skills to deal effectively with employees, Board members, parents, and community members. 
• Demonstrates ability to use technology to perform essential functions of job.
• Demonstrates ability to organize and prioritize work. 

Compensation:
Salary is based on a combination of relevant education and experience.
Grade A
Salary Scale