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Clerk - 220 Days

2 months ago

Charleston, United States West Virginia Department of Education Full time
Position Type:
Service Personnel

Date Posted:
7/9/2024

Location:
Capital High

Closing Date:
07/15/2024

County:
Kanawha County Public Schools POSITION: Clerk

IMMEDIATE SUPERVISOR: Reports to one or more persons responsible for program functions within the organization. TSSI and Electronic Filing System for Special Education Records Clerks report to the Director of Information Systems.

FLSA STATUS: Non-exempt

EMPLOYMENT TERM: Minimum 210 days annually, Electronic Filing System for Special Education Records and TSSI clerk 261 days annually

SALARY: Pursuant to WV Code §18A-4-8a, in accordance with Kanawha County Salary Scale, Pay Grade C commensurate with experience and education level.

EVALUATION: Performance in this position will be evaluated annually by the building principal/immediate supervisor and in accordance with WV State Code §18A-2-12, WV State Board Policy 5314, and KCS's Guide to Performance Evaluation for Service Personnel.

JOB SUMMARY: Performs basic clerical duties requiring some analysis, and a general knowledge of department and/or district operations is required as related to office work assigned.

PERFORMANCE RESPONSIBILITIES: Additional duties may be assigned.
  • Takes and records phone messages courteously and accurately.
  • Maintains records, i.e., student, general correspondence, financial, school lunch, etc.
  • Processes incoming and outgoing mail.
  • Schedule appointments, process purchase orders and maintain inventories.
  • Prepares memorandums, business correspondence, forms, reports, etc.
  • Enter and retrieve data from the West Virginia Education Information System (WVEIS) as it relates to the job.
  • Proofreads typed material for correct grammar, punctuation, spelling and format.
  • TSSI Clerk files electronically and retrieves special education records when received or requested.
  • TSSI Clerk operates the Sub-Calling/Employee Attendance System for both professional and service personnel and inputs personnel information (teachers, service personnel, and substitutes) daily.
  • TSSI Clerk runs/ maintains daily backups, weekly reports, and monthly reports for the Sub Calling/Employee Attendance System.
  • TSSI Clerk works cooperatively with school principals and staff in resolving concerns with Sub Calling/Employee Attendance System (both professional and service).
  • TSSI Clerk sets up substitute callout times, groups, locations, certification, etc. to ensure a qualified substitute is called for every job.
  • TSSI Clerk makes contact with support services and communicates via modem to resolve software concerns.
  • TSSI Clerk completes transactions for student work permits port absences and if necessary the system calls substitutes.
  • Electronic Filing System for Special Education Records Clerk prepares special education files for input into the Electronic Filing System.
  • Maintains regular attendance.
  • Maintains a neat and orderly work area.
  • Complies with KCS Policies.
  • Completes necessary training and in-service as required by KCS.
  • Receives permission from building principal/supervisor to work in excess of 40 hours per week.
  • Attends in-services and workshops as directed.
  • Follows all safety rules and regulations and uses prescribed personal protective equipment.
  • Maintains confidentiality.
  • Continuously improves processes.

QUALIFICATIONS: High School diploma or equivalent, pursuant to WV Code §18A-2-5; Criminal background check conducted pursuant to WV Code §18-5-15c; Meet the definition of "Qualifications" in WV Code §18A-4-8b; demonstrated competency, pursuant to WV Code §18A-4-8e (state-approved competency test) as required. General training in secretarial and other clerical skills (on the job) with experience preferred.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

CLERK II (Electronic Filing System for Special Education Records) means personnel employed to perform general clerical tasks, prepare reports and tabulations, and operate office machines and to file electronically/ retrieve special education records when received or requested.

CLERK II (TSSI/Help-Desk Operator of the Sub Calling/Employee Attendance System) means personnel to serve as the Help-Desk Operator of the Sub Calling/Employee Attendance System. Position has complete responsibility for operation and support of system that all employees call to report absences and if necessary the system calls substitutes.
  • Type straight copy at a minimum rate of 25 words per minute (wpm).
  • Ability to communicate and work with staff members, students and parents.
  • Ability to have good communication skills; i.e., listening, speaking, writing, etc.
  • Ability to have the proper use of the telephone and telecommunications equipment including voice mail and FAX.
  • Ability to perform basic financial transactions.
  • Operate office machines: e.e., calculator, duplicating equipment, etc.
  • Demonstrate basic math skills.
  • Ability to operate a computer, utilizing the software available.
  • Ability to perform word processing skills effectively and efficiently.

PHYSICAL DEMANDS: The physical demands described 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, talk, hear, walk, stoop, reach, lift, pull, and push. The employee is required to use technology such as computers and multi-media equipment. Specific vision abilities required by this job include close vision such as to read handwritten or typed material, the ability to adjust focus. Occasionally the employee will lift up to 50 pounds such as to lift files and paper.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The work setting is indoors as well as outdoors. The work environment is an indoor setting. The noise level in the work environment is quiet to moderately loud (20-90 dB).

The information contained in the job description is for compliance with the Americans with Disabilities Act (ADA) and is not an exhaustive list of duties performed by this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned by the Superintendent or his/her designee.

REVISED: FEBURARY 2012