School Clerical Aide ; Bilingual

School Clerical Aide F/T (Bilingual Preferred) - Job Description

POSITION: Clerical Aide – Spanish Preferred (Full Time, 6–8 Hours)

REPORTS TO: Principal, Assistant Principal, Academic Advisor

RELATES TO: District Administration, School Staff, Students, Parents, PTA/PTO

SUPERVISES DIRECTLY: No one, unless temporarily assigned

• Greet visitors, students, and staff, answer incoming telephone calls, provide appropriate information, or take messages and refer to appropriate staff.
• Record student daily attendance, check voicemail system, and take parents’ calls regarding absent students.
• Record absentee reasons and call parents of unverified, absent students to determine the reason for absence/late arrival.
• Maintain records (e.g., student files, enrollment cards, student schedules) for reference by school staff and district staff as required.
• File written materials (e.g., copies of documents, enrollment records, memos) to convey information regarding students to the school and/or other receiving school districts and to receive information from appropriate parties.
• Maintain confidentiality of information about students, families, employees, issues, and situations in the course of performing job functions.
• Respond to inquiries of students, parents, staff, etc. to provide information or a copy of files and/or directions as may be required; follow the school policy on student records.
• Assist in the organization and filing of records; assist in coordinating meetings as needed for translating and/or gathering information required.
• Schedule and reschedule appointments/conferences with parents for teachers or the principal.
• Use office machines and software (multiple line telephones, voice mail, document shredder, computer, e‑mail, internet, scheduler, contact listings, copier, printers, fax machine, electric stapler, etc.) to complete various office tasks.
• Respond to employees, co‑workers, and superiors cooperatively and professionally; provide support to other department personnel by responding to requests for information and assistance; facilitate a respectful, friendly atmosphere in the workplace.
• Provide general clerical assistance to the school secretary and other staff: word processing, report generation, maintaining schedule, copying, filing, distributing mail, faxing, or data entry.
• Use the Student Information System as needed to enroll students, change student schedules, or address other student or curricular needs as directed.
• Use the District computer and general office equipment; demonstrate proficiency using the technology and computer‑based programs provided by the District; use these programs to effectively manage and organize files, communication, records, and databases.
• Perform other related duties and responsibilities as may be assigned by the School Principal or his/her designee.

• High School Graduate or Equivalent.
• Capable of typing 40 w.p.m. and performing other office tasks.
• Fluent in reading, writing, and speaking English.
• Must have computer experience.
• Must pass District Technology Test.

Must have the ability to comprehend simple instructions, read correspondence and memoranda and communicate effectively with all stakeholders. Must have the ability to write clear and concise memoranda, directives, or letters without close supervision. Must have the ability to orally present information effectively to parents and the general public.

The physical demands described here represent those that must be met to successfully perform the essential functions of this job. The employee is frequently required to sit; use hands to finger, handle, or feel; talk; or hear. The employee is occasionally required to stand, walk, and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds.

Specific vision abilities required include close vision, distance vision, and depth perception.

The work environment is normal office conditions with quiet to moderate noise level.

The information contained in this job description complies with the Americans with Disabilities Act and is not an exhaustive list of the duties performed for this position. Additional duties performed by the individual holding this position may be assigned.