Job Title:        Clerical Aide- Attendance/Receptionist                   Wage/Hour Status: Nonexempt

Reports to:      Administrator Assigned                                       Pay Grade:   3 (C&I Aide Employees) / 183 days

Dept./School:  Assigned Campus or department                         Date Revised:   1/22/19

Primary Purpose:

Under direct supervision provide reception and clerical assistance for the efficient operation of the campus or department office.  Maintain accurate attendance records for the campus. Under direct supervision, perform data entry regarding attendance.

 

Qualifications:

Education/Certification: High school diploma or GED

 

Special Knowledge/Skills:

Ability to use personal computer, software and/or online computer terminal for data entry and to prepare reports

Proficient keyboarding, file maintenance and 10-key skills

Ability to meet established deadlines

Effective organization, communication, and interpersonal skills

Ability to follow written instructions

Ability to operate multi-line phone system

Basic math skills

Bilingual in English and Spanish, preferred

 

Experience: One year clerical experience in office setting; prior data entry experience. 

 

Major Responsibilities and Duties:

Reception and Phones

1. Receive and direct incoming calls, take reliable messages, and route to appropriate staff.
2. Greet and direct campus visitors.
3. Assist parents in checking students in and out of school.
4. Receive, sort, and distribute mail, messages, documents, and other deliveries.
5. Assist with the receipt and distribution of student materials, including homework requests.
6. Maintain visitor log and issue visitor passes.

Records and Reports

1. Collect and enter attendance and verify accuracy of according to established procedures.
2. Prepare and print reports, including attendance reports, class or personnel rosters, end-of-semester reports, or accounting reports.
3. Assist parents, students, and faculty with questions regarding student attendance.
4. Call parents to verify student absences as needed.
5. Report all attendance problems to designated administrator.

Other

7. Assist with preparation of materials for mailing, including preparing labels, stuffing envelopes, etc.
8. Maintain computerized files using personal computer, including reports, employee roster, and mailing lists.
9. Provide clerical assistance as needed.
10. Assist in campus office as needed.
11. Perform other duties as assigned by the administrator.
12. Maintain confidentiality.

Supervisory Responsibilities: 

None.

Equipment Used:

Multi-line phone system, personal computer or online computer terminal, printer, calculator, and copier.

Working Conditions:

Mental Demands/Physical Demands/Environmental Factors:

Maintain emotional control under stress; work with frequent interruptions. Continuous sitting. 

Repetitive hand motions; prolonged use of computer.

 

 

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The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.