Clerk - Office School

Bethel School District

Full-time - Entry Level

Educational Services

About the position

The Clerk - Office, School position at Bethel Virtual Academy is designed to provide comprehensive office support to an assigned program. This role encompasses a variety of responsibilities, including receptionist activities, composing and typing correspondence and reports, record tracking, budget or financial tracking, and providing exceptional customer service. The position requires proficiency in operating a computer and maintaining knowledge of various program rules and regulations, including state reports. The Clerk will also be responsible for producing custom reports and performing a range of other support functions as needed. In this role, the Clerk will maintain a variety of program records, ensuring compliance and accuracy. This includes tracking records, inputting data into the computer, and producing reports as requested. The Clerk will prepare monthly newsletters, routine forms, and correspondence, while also proofreading and distributing materials. A key aspect of the position involves answering the telephone, greeting office visitors, and providing program information and advice to staff members, parents, and professionals. The Clerk must handle sensitive matters with tact and confidentiality, ensuring open communication lines between teachers, staff, supervisors, parents, and the community. Additionally, the Clerk will review and balance budgets with monthly financial reports, monitor receivables, and maintain inventory and records. Proficiency in various software packages, including word processing, spreadsheets, and database applications, is essential for producing routine and custom reports. The Clerk will also track various projects and deadlines, coordinate with others to meet program deadlines, and report monthly enrollment counts for categorical programs. Other clerical support tasks include typing correspondence, maintaining a calendar, making travel arrangements, and taking minutes during meetings. The position requires adaptability to shifting priorities and the ability to concentrate on detail-oriented tasks. The Clerk may occasionally deal with difficult individuals and is expected to model appropriate behavior, including protecting confidential information, in line with district ethical guidelines. This position reports to an assigned administrator and may receive direction from multiple program personnel.

Responsibilities

• Maintains a variety of program records and research; tracks records for compliance and/or completion; maintains record accuracy; inputs data into computer; produces reports as requested; monitors grant monies.
• Prepares monthly newsletters, routine forms, memoranda and correspondence; proofreads and distributes materials.
• Answers the telephone and greets office visitors; provides program information and advice to staff members, parents, and professionals; routes callers to appropriate staff members; takes messages.
• Reviews and balances budgets with monthly financial reports including encumbered expenses; monitors receivables for appropriate credit.
• Maintains inventory and records.
• Operates a computer and a variety of software packages such as word processing, spreadsheet, database, desktop publishing, and mainframe computer applications.
• Maintains current knowledge of program rules, regulations, laws, and procedures; processes a variety of materials for program compliance.
• Tracks a variety of projects and deadlines; coordinates with others to meet program deadlines.
• Provides a variety of clerical support such as typing correspondence, reports, and memoranda; composes correspondence as appropriate; maintains a calendar and makes travel and conference arrangements.
• May receive, open, date stamp and route incoming mail; may screen mail and take action on appropriate items.
• Models appropriate and cooperative behavior, including protecting confidential information, consistent with district ethical guidelines.

Requirements

• Education, training, skills, and experience necessary to carry out the assignment, including two (2) years of training in secretarial procedures, involving maintaining detailed records and customer service.
• Ability to communicate effectively, both orally and in writing.
• Effective customer service and public relations skills.
• Knowledge of office procedures and the VAX system and data interpretation.
• Knowledge of bookkeeping and accounting procedures; ability to maintain budget spreadsheets.
• High-level keyboarding and data entry skills.
• Skill in operating a variety of office machines and software programs, including database and spreadsheet applications.
• Skill in correct grammar, spelling, and English usage; ability to perform arithmetic calculations.
• Ability to compose and format correspondence, reports, graphs, and charts; ability to set up and maintain accurate files and records.
• Ability to organize and set priorities for work; ability to maintain confidentiality; ability to establish and maintain effective working relationships with a diverse group of people.

Nice-to-haves

• Advanced training in business or secretarial procedures may substitute for up to one (1) year of the required experience on a month-for-month basis.

Benefits

• Salaries/Wages
• Insurance
• Retirement Plans
• Paid Time Off or Vacation
• Paid Holidays
• Other Compensation