DISTINGUISHING FEATURES OF THE CLASS: This is routine clerical and data entry work which involves maintenance of school records and data, typing announcements, letters and similar, using basic computer applications. Responsibilities include data collection and organization, producing and processing of routine correspondence, telephone communications. Specific duties will vary with the needs of the district, department, or division. Work is performed according to established procedures. Use of a computer is required to perform the work and accuracy is essential. Considerable contact and interaction with school administrators, teachers, school personnel, students and parents are involved, requiring confidentiality and proper handling of confidential materials. This position differs from Office Assistant I in the variety of responsibilities and complexity level of the work. Work is performed under general supervision. The incumbent may function in a lead worker capacity with other clerical or aide personnel. Performs related work as required.

TYPICAL WORK ACTIVITIES: (Illustrative Only)

• Performs confidential clerical work in the maintenance of records and files;
• Collects information and data;
• Compiles informational and statistical reports;
• Enters data and information accurately to produce forms and routine correspondence, i.e., requisitions, certificates, absentee and tardy listings, accident forms, purchase orders, asset tags, agenda, minutes, evaluations, transcripts, invoices, vouchers, bulletins and form letters involving suspensions, infractions, detention, tardiness, etc.;
• Enters data accurately to assist with maintenance and updating of records and files, and for reporting purposes;
• Maintains alphabetic, numeric and/or chronological files of correspondence, documents and materials as appropriate;
• Maintains records of supplies and issues to district personnel;
• Receives telephone calls, directs parents, students and visitors, and may act as receptionist;
• Sorts, date stamps and distributes mail and packages received by the school district;
• Uses computer applications such as spreadsheets, word processing, calendar, e-mail and database software in performing work assignments;
• Distributes applications, forms, enrollment packets, cards, etc., and answers routine questions for completing them;
• Operates a variety of business office machines such as computers, copying machines, calculators, scanners, etc.;
• Performs scheduling functions such as creating appointments for parents and/or students with school personnel and officials, or updating building use calendar, etc.;
• Maintains and updates calendars of office, department and/or program schedules and related information;
• Contacts parents regarding schedules, meetings, student absences and/or tardiness, or other matters, as required;
• Creates meeting agendas and types meeting minutes;
• May lead lower-level staff in project assignments;
• May be assigned to provide clerical assistance to a variety of specific administrators and/or departments;
• Performs a variety of related activities, as required.

Typical Work Activities are intended only as illustrations of possible types of work that might be appropriately assigned to an incumbent of this title. Work activities that do not appear above are not excluded as appropriate work assignments, as long as they can be reasonably understood to be within the logical limits of the job.

FULL PERFORMANCE KNOWLEDGE, SKILLS, ABILITIES, AND PERSONAL CHARACTERISTICS:   Good knowledge of office practices, procedures, terminology and equipment; good knowledge of office record keeping practices; working knowledge of business arithmetic and English; ability to operate an alphanumeric keyboard at an acceptable rate of speed; ability to use computer applications such as spreadsheets, word processing, calendar, e-mail and database software; ability to enter data, organize and maintain records, and prepare reports; ability to understand and follow oral and written instructions; ability to communicate effectively, both orally and in writing; ability to establish and maintain effective working relationships; accuracy; resourcefulness; initiative; good judgment; tact; courtesy; neat appearance.

MINIMUM QUALIFICATIONS:  Either

1. Graduation from high school or possession of a comparable diploma and one (1) years of clerical experience which must have involved some use of computer applications to enter data, maintain records or prepare reports; or
2. Three (3) years of clerical experience which must have involved some use of computer applications to enter data, maintain records or prepare reports; or
3. An equivalent combination of training and experience as indicated in a) and b) above.

SPECIAL REQUIREMENT FOR APPOINTMENT IN SCHOOL DISTRICTS:

In accordance with the Safe Schools Against Violence in Education (SAVE) legislation, Chapter 180 of the Laws of 2000, and by the Regulations of the Commissioner of Education, candidates for appointment in school districts must obtain clearance for employment from the State Education Department prior to employment based upon a fingerprint and criminal history background check.

3/06; 5/07; 1/09; 4/21; 3/22

Competitive Class

Schools