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Job Overview

The Clerk Office Communications will assist with a variety of advanced level clerical support tasks. The Clerk Office Communications will provide a friendly and helpful atmosphere for visitors and direct incoming telephone calls in a courteous manner at their desk and when supporting the front desk receptionist. The incumbent will perform routine general clerical tasks to support the operations and functions of the department. The position involves some specialized skills and confidential materials.

Position Description

Essential Duties and Responsibilities

Clerical Support

• Provide a high level of customer service to all stakeholders
• Serve as lead point of contact for customer service in department; answering department's main telephone number and assisting visitors; route and assist appropriately
• Daily back up to the building receptionist and switchboard; answering a high volume of telephone calls and/or visitors; route and assist appropriately
• Maintain master schedule for meeting spaces and locations using district room reservation calendar for Board Room, 213, 222A-C
• Prepare, process, scan, file, and maintain correspondence, forms, or other office/department related materials
• Receive/distribute mail
• Perform a wide range of general office responsibilities including emailing, sorting, filing, scanning, and photocopying
• Perform a wide range of data entry tasks, including but not limited to creating letters and spreadsheets
• Utilize district software programs to support the department such as Canva and InDesign
• Operate a variety of business office equipment while performing basic troubleshooting tasks for the equipment, and schedule routine maintenance as needed
• Perform department specific projects and duties

Inventory/Record Keeping/Financials

• Order office supplies, forms, etc. and maintain supply/form inventories in an organized manner using the District's Peoplesoft Financials and Print Shop ordering programs
• Assist department Executive Assistant with entering mileage voucher requests for department personnel
• Assist with purging of records for retention and storage
• Maintain records for the Gold Card Club program, processing and tracking applications as well as a contact list of members
• Maintain historical records if needed

Event Support

• Prepare needed documents, spreadsheets, and signage for events
• Request, collect, and maintain spreadsheet for elected officials, invites for banquets and other district events
• Assist with packing and compiling materials and supplies needed for events and programs both on-site and off-site
• Scribe meeting minutes at event planning meetings
• Provide event support at events on-site and off-site, during business hours, evenings and weekends if needed
• Attend regularly scheduled team meetings under the supervision of the Manager of Events, Receptionist & Customer Service

Supervisory Responsibilities

• None

Qualification Requirements

To perform this job successfully, an individual must be able to perform each of the above essential duties satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or abilities, required unless otherwise stated as preferred. Reasonable accommodations may be made to enable individuals with disabilities to perform the essentials functions.

• High School diploma or GED
• Minimum of 2 years Clerical/secretarial experience, preferably in an educational office environment or event office environment
• Proficient in the use of computer programs such as Microsoft Excel, PowerPoint, Teams, and Word
• Strong interpersonal, organizational, and communication skills, orally, in writing, and in preparing presentations
• Ability to maintain a high level of confidentiality
• Ability to organize and prioritize workload
• Ability to multi-task and meet deadlines
• Ability to establish and maintain successful working relationships with fellow employees, central and school-based staff and the public
• Ability to work independently and in group environment
• Demonstrated experience in general office procedures, including data entry, records management and inventory maintenance
• Knowledge of Canva and/or InDesign preferred
• Bilingual in Spanish preferred

Physical Requirements/Working Conditions

The work environment characteristics and physical demands 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. Work is performed in classrooms, offices, work stations and meeting rooms.

The position requires occasional walking, standing, sitting, bending, stooping, kneeling, crouching, crawling, and lifting/carrying work related items weighing less than 40 pounds, such as books, papers and presentation materials. The employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; and talk or hear. Specific vision abilities required by this job include close vision, color vision, and the ability to adjust focus. Attendance at conferences and professional development is required. Work involves everyday risks and discomforts which require normal safety precautions when operating equipment or performing job duties. May work prolonged or irregular hours and must be able to maintain emotional control under stress.