Clerk III - Transportation

Fort Bend Independent School District - Sugar Land, TX

Full-time

Hybrid - Sugar Land, TX

Educational Services

About the position

The Clerk III will perform a variety of advanced level clerical tasks which support the operations and functions of the assigned department. Work decisions are made in accordance with established precedents and departmental policies. The role involves providing general clerical support to the assigned department, serving as a mail clerk, maintaining records of invoices, categorizing and filing purchase orders, invoices, statements, and more. The Clerk III will also be responsible for requesting services or supplies from vendors or contractors by phone, preparing electronic spreadsheet budget reports, and processing the annual budget for the department. Additionally, the position requires answering phone inquiries, providing information, transferring calls, or taking messages as applicable, and ordering office supplies while maintaining supply and form inventories. In this role, the Clerk III will perform a wide range of data entry processing in a central office, gathering and recording employee work order data, maintaining inventory data files, and supporting staff as required or requested. The Clerk will also review requisitions for accuracy, ensure approvals are in place, and enter data to complete purchase orders, while performing expediting and vendor follow-up tasks. The position may involve preparing, filing, and maintaining a variety of department-related documentation, processing payroll files, and gathering and recording student attendance, employee work schedules, or timecards. The Clerk III will also prepare correspondence, assemble and disseminate materials and mailings, assist with department activities, and maintain department data. The role may include maintaining the supervisor's or manager's calendar, making appointments, scheduling travel, and assisting in the organization of workshops and in-service training sessions. Additionally, the Clerk III may assist with the student/financial management system, focusing on daily transactions of invoicing, credits, billing, applying payments, petty cash management, reimbursements, and tuition collection as necessary.

Responsibilities

• Provide general clerical support to the assigned department.
• Serve as mail clerk and maintain records of invoices.
• Categorize and file purchase orders, invoices, statements, etc.
• Request services or supplies from vendors/contractors by phone.
• Prepare electronic spreadsheet budget reports or process annual budget for department.
• Answer phone inquiries, providing information, transferring calls or taking messages as applicable.
• Order office supplies, forms and maintain supply/form inventories.
• Perform a wide range of data entry processing in a central office.
• Gather and record employee work order data and maintain inventory data files.
• Support staff as required or requested and distribute query/document files.
• Review requisitions for accuracy and ensure approvals are in place.
• Prepare, file and maintain a variety of department-related documentation.
• Process and maintain payroll files and absence/substitute reports.
• Gather and record student attendance, employee work schedule or timecards.
• Prepare correspondence, assemble and disseminate materials and mailings.
• Assist with department activities and maintain department data.
• Maintain supervisor's/manager's calendar, make appointments, schedule travel.
• Assist in organization of workshops and in-service training sessions.
• Assist with student/financial management system focusing on daily transactions.

Requirements

• High School diploma or GED including or supplemented by courses in keyboarding and office practices.
• Minimum of 3 years of clerical experience preferably in an educational office environment.
• Experienced in general office procedures, preparation of reports, maintenance of records, collection of data and processing work orders.
• Proficient in Microsoft Office and in database management and record keeping.
• Thorough knowledge of business office procedures, practices and equipment, business English and office terminology.
• Ability to understand and follow oral and written directions.
• Ability to communicate effectively, both orally and in writing.
• Ability to work independently on assigned tasks.
• Ability to maintain a high level of confidentiality of district, student, customer or vendor information.