Office Clerk - Academy Creative Ed

North East Independent School District - San Antonio, TX

Full-time

San Antonio, TX

Educational Services

About the position

The Office Clerk at the Academy of Creative Education plays a vital role in supporting the administrative functions of the school. This position involves a variety of clerical, secretarial, and public relations duties that are essential for the smooth operation of the school environment. The Office Clerk will be responsible for providing assistance to the Director of School, Assistant Director of School, Counselor, Teachers, and other staff members, ensuring that all tasks are completed in a professional and courteous manner. The role requires a high level of organization, attention to detail, and the ability to manage multiple tasks simultaneously. In this position, the Office Clerk will compose, format, type, edit, and proofread various types of correspondence and documents, including newsletters, student mission statements, and graduation programs. The clerk will also take notes during meetings, maintain records, and assist with the organization of school events, such as graduation ceremonies. Additionally, the Office Clerk will be responsible for managing student attendance records, maintaining historical timelines, and providing clerical support to advisory council members. The Office Clerk will also handle communication tasks, such as answering and directing incoming calls, greeting visitors, and assisting with student registrations. This role requires proficiency in computer skills, particularly in word processing and database management, as well as strong communication and interpersonal skills. Bilingual proficiency in English and Spanish is preferred, as it enhances the ability to interact with a diverse range of students and parents. Overall, the Office Clerk is a key member of the school staff, contributing to the educational environment by ensuring that administrative tasks are handled efficiently and effectively.

Responsibilities

• Composes, formats, types, edits and proofreads various types of general correspondence, documents, newsletters, student mission statements and testimonials, graduation programs and scripts, thank you notes, emails, enclosures and attachments.
• Takes notes, transcribes, copies and distributes minutes for Faculty Team Meetings, Front Office Meetings, various Advisory Council Meetings, Retreat Planning Meetings and other meetings as required by the Director of School.
• Collects, archives, inventories and maintains various types of reports, newsletters and programs (master copies and extra supply).
• Types, edits, proofs and maintains the Campus Improvement Plan, Year End Report and Campus Crisis Manual.
• Develops and maintains a system for tracking and surveying Academy of Creative Education graduates.
• Tracks, organizes and maintains weekly Student Attendance Call Sheets.
• Maintains updated ACE historical timeline.
• Provides various types of clerical support to Advisory Corporate Council Officers and Members.
• Schedules and sets up meeting locations.
• Prepares agenda and handouts for various types of meetings.
• Sends out various types of meeting notices via email and confirms attendance with follow-up emails and telephone calls.
• Orders, picks up and sets up food and beverage for various types of meetings.
• Assists with graduation ceremony.
• Assists with loading/unloading, setting up/tearing down of items and supplies at various school functions and activities.
• Prepares courtesy copy or blind copy for the Director of School on pertinent incoming and outgoing emails on a daily basis.
• Creates and maintains various type of email address books for quick delivery of information.
• Collects, organizes and maintains current dropout statistics.
• Answers and directs incoming calls; takes messages as needed; places outgoing calls as necessary.
• Assists callers with directions to school campus.
• Assists front office staff with various duties as needed.
• Greets and directs students, parents and campus visitors accordingly.
• Assists with setting up, rescheduling or cancelling student/parent interviews and appointments; notifies counselor and counselor's clerk of changes.
• Registers prospective students, parents and campus visitors via NEISD Raptor system; collects printed name badge and signs out individuals as they leave.
• Prepares outgoing mail as necessary.
• Shreds documents accordingly.
• Creates mailing labels for various groups and committees for bulk mailings.
• Assists with various type of bulk mailing (newsletters, invitations, etc.).
• Organizes and maintains general and special project correspondence files.
• Serves as web master and navigates and researches via the internet and intranet as required.
• Delivers and/or picks up correspondence, documents or items at Central Office.
• Submits and follows-up on purchase orders and print requests.
• Prepares name tags and sign-in sheets for various types of meetings, activities and events.
• Updates and orders letterhead/stationery and envelopes.
• Distributes mail/correspondence in faculty and staff mailboxes as the need arises.
• Organizes and maintains weekly ACE calendar for historical purposes.
• Assists with special projects, as directed by the Director of School.
• Forwards emails to in-house faculty and support staff as deemed necessary or as directed by Director of School, Assistant Director of School and Dean/Counselor.
• Cross-trains as backup for Data Processor/Registrar.
• Maintains confidentiality of all information.
• Occasionally required to drive personal vehicle in the performance of assigned tasks.
• Reports to work on time every day.
• Performs additional duties and accepts responsibilities as may be assigned.

Requirements

• High School Diploma or Equivalent
• Two years clerical experience, preferably in a public education environment
• Proficient in the use of computer for word processing, creating spreadsheets and databases
• Strong communication, organizational and writing skills
• Necessary interpersonal skills to positively interact with a variety of people at various levels of authority with different personalities
• Strong initiative and follow through skills
• Ability to work with frequent interruptions and perform several tasks simultaneously
• Bilingual (English/Spanish) a plus
• Valid Texas Driver's License with driving record that meets the requirements of the District