Clerk: School Data Information (.FTE - Glen Burnie

JOB SUMMARY

Performs a variety of responsible data entry and secretarial functions within a high school. This full‑functioning level of technical work involves responsibility for the accurate operation of data entry and computer scanning equipment; the assembling, coding, reproducing, sorting, interpreting and/or file maintenance relevant to student scheduling, student grade reporting, and/or changes of data within this field of operation. Work assignments include data entry, typing letters, memos, reports, establishing files, doing file maintenance, and recalling information from student records management systems necessary to prepare such reports as daily absence bulletins and summary attendance data.

Additionally, work includes the daily maintenance of files relating to attendance, grade reporting, and scheduling. Positions in this class are located in high schools where the complexity and volume of attendance and related functions require the services of a full‑time employee skilled in such operations. Provides support, as directed, on a variety of secretarial assignments.

• Operates personal computer and scanning equipment. Enters, sorts, and retrieves data in student records management systems according to school attendance procedures.
• Reproduces, interprets, and sorts student schedules; modifies schedules as changes occur.
• Keeps current schedule, attendance, and miscellaneous records which can be sorted alphabetically, by grade level, by homeroom teacher, and/or other requirement.
• Pulls attendance records for students who have withdrawn. Codes and files records. Pulls folder, completes appropriate CR records and processes related documents/records.
• Gathers and distributes forms to teachers for grading reports. Scans and spot checks forms for proper mark sensing. Arranges forms for transport to Board of Education. Prepares new forms to effect any corrections/changes as needed. Receives and assembles forms of absent students.
• Receives and assembles records of absent students. Establish files, do file maintenance, and recall information to prepare daily absence bulletins and summary attendance data. Downloads absent/tardy list to disc and places disc in parent notification computer to call parents regarding absence.
• Prepares daily attendance report printout. Distributes copies to teacher mailbox.
• May serve as receptionist for attendance office. Greets and assists or contacts parents regarding student attendance, injury, and/or illness.
• Issues passes for tardy students or those requesting early dismissal. Enters data in student records management system. Contacts parents to verify early dismissal. Maintains tardy and early dismissal log.
• Maintains ample supply of forms, records, office supplies, and materials.
• Provides backup assistance to other clerical office personnel to maintain efficient office operations at all times.
• Participates with Central Office staff in data reconciliation/editing processes.
• Performs other related duties as assigned within the same classification or lower.

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, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• High School Diploma or Equivalency Certificate required.

• Two (2) years recent progressively responsible secretarial work experience required.
• One (1) year experience with school operations at the middle school attendance secretary level required;
• Or an equivalent combination of education and experience which provides the required knowledge, skills, and abilities deemed sufficient to prepare the employee to successfully perform the duties of the position.

• Demonstrated ability to type forty (40) words per minute.
• Willingness to exercise considerable initiative and independence.
• Ability to exercise courtesy, tact, and good judgment in dealing with students, teachers, administrators, other employees and the general public.
• Ability to use school based financial management, human resource, and student records management systems is preferred.
• Knowledge of office practices and procedures, business English, spelling, bookkeeping, and commercial arithmetic.
• Knowledge of Board of Education and school operations, policies, and procedures.
• Demonstrated proficiency with business technology applications (e.g. Video/Web Conferencing, Microsoft Office Suite - Word, Excel, Outlook, and/or PowerPoint preferred). For new permanent secretarial/clerical/technician hires, a minimum score on a pre‑employment assessment is required.