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Principal Clerk I Office of Student Services FY 24/25
2 months ago
The purpose of this position is to perform moderately complex secretarial and office duties under general direction of a principal clerk, head clerk or an administrative employee. Work requires initiative and independent judgment in the application of prescribed policies, procedures, and methods. Performs all other related work as required.
Duties of the Senior Clerk will include, but will not be limited to:
- Immediate filing of documents and letters
- Sorting files as needed
- Answering phones
- Providing correct information to callers as needed
- Managing the IEP process in the computerized program
- Sending student files to appropriate agencies and parents
- Managing the "past due" system including sending the appropriate letters to parents/agencies
- Completing DESE data reporting as required
- Copying and sending files to appropriate personnel and agencies
- Communicating with the appropriate school personnel regarding IEPs and files to be processed
- Keeping and maintaining detailed records of transactions regarding IEPs and files
- Completing the process of transfer records
- Complete district mailings and mail merges as needed
- Coordinate the mail within the office
- Maintaining confidentiality of students is a vital component of this position
- Organize and maintain organization of filing system and computerized IEP program
- Type/proof letters/documents as needed
- Fluency with word processing, excel, database systems is required
- Ability to lift boxes of files and stand on feet for filing is required
- Ability to stay calm in a busy, high pressured environment
- Coordinates all translation and interpreter services for the Office of Student Services through external agencies.
- Maintain communication between district staff and service providers
Essential Functions:
(The essential functions or duties listed below and on attachments are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.)
Provides customer service by answering questions both in person or by telephone; provides information relative to departmental procedures; refers individuals to appropriate source as required.
Performs all general clerical duties including, but not limited to, word processing, making copies, filing, data entry, answering the telephone, opening and delivering mail, etc. Maintains records and files. Drafts correspondence. Schedules and maintains appointments.
Maintains department related data, gathers information and insures the timely preparation and coordination of a variety of reports.
Performs similar or related work as required.
Supervision:
Complexity: Performs varied and responsible functions requiring a working knowledge of departmental operations and the exercise of judgment and initiative, particularly in situations not clearly defined by precedent or established procedures.
Independent Action: Works under general supervision, following department rules, regulations and policies, requiring the ability to plan and perform operations, and to complete assigned tasks according to a prescribed time schedule. Refers all questionable cases to supervisor.
Supervisory Responsibility: None.
Work Environment:
Work is performed in an office environment. Majority of work is performed in a moderately noisy work environment, with frequent interruptions.
Operates computer, printer, telephone, copier, facsimile machine and all other standard office equipment.
Makes frequent contact with school department staff. May have contact with the public, students, parents, vendors, and outside agencies and organizations.
May have access to department related confidential information.
Errors could result in delay or loss of service.
Recommended Minimum Qualifications:
Education, Training and Experience:
High school education and one to two years of related experience or any equivalent combination of education, training, and experience.
Knowledge, Ability and Skill:
Knowledge: General knowledge of office procedures, practices and terminology. Working knowledge of departmental operations. Knowledge of the operation of computer software applications.
Ability:
Ability to communicate effectively with staff, students, and the public. Ability to compose correspondence. Ability to follow oral and written instructions accurately. Ability to organize and prioritize multiple tasks. Must be able to operate a personal computer and display intermediate skill when using software programs for word processing, database, spreadsheets and other software as required by the position.
Skill:
Skill in utilizing personal computers, popular word processing, database, and spreadsheet applications. Good customer service skills. Skill in all of the above listed tools and equipment.
Physical Requirements:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit, communicate, or hear; occasionally required to walk, must be able to handle, or feel objects, tools, or controls; and reach with hands and arms. The employee must occasionally lift and/or move objects weighing up to 15 pounds. Vision and hearing at or correctable to normal ranges. This position requires the ability to operate a keyboard and calculator at efficient speed.
***All employees must be vaccinated and maintain full vaccination as a condition of employment or work as an on-site vendor/contractor, unless they receive approval for a documented medical or religious exemption in accordance with relevant state and/or federal law. For a full copy of the Covid-19 vaccination policy please click here
The Public Schools of Brookline is especially interested in qualified candidates who can contribute through their teaching or practice to the diversity and excellence of the PSB community.
The Public Schools of Brookline is an equal opportunity/affirmative action employer. Members of underrepresented groups and all persons committed to diversity and inclusive excellence are strongly encouraged to apply.
This is an 30 hr/week, 52 wk/year position.
