School Clerk; Providence, RI

School Clerk (FT) – Providence Public Schools – Providence, RI –

Hours:

7:30 AM – 3:30 PM

• High School Diploma or GED Diploma required.
• College degree from an accredited educational institution preferred.
• Must have passed the appropriate clerical test.

This position is responsible for all clerical functions of the School Office pertinent to the operational requirements established for Lead School Clerk.

• Maintain positive and professional staff and customer relationships.
• Answer phones in a professional manner and direct calls to appropriate persons or take detailed messages.
• Manage communication of information in and out of the office; prepare correspondence, emails, memos (paper and electronic).
• Support office staff, managers and administrators with general operational tasks; assist and perform general record keeping.
• Assist in any aspect of the departmental operation whenever necessary.

• Telephone - in-house (intercom), walkie-talkie. Receive and route calls appropriately.
• Correspondence - receives and routes mail, packages. Prepare correspondence; forward accordingly (notices, grievances, and reports):
  State, Local and Federal, Use of Building, Health and Safety, Incident/Accident, School/Staff/Parent Notices, Fire Drills and Inspections, Proposals.
• Maintain an up-to-date filing system:
  Staff directory, phone listing, student recall listings, waiting lists, weekly, monthly, quarterly, annual reports, School Board Agendas.
• Maintain appointment/meeting calendars/schedules:
  Building, teacher, parent groups, visitors, workshops, etc.
• Greet and assist all visitors in a positive manner.

• Ledger activity associated with balances, spreadsheets & word processing computer application.
• Updating and distribution of budget reports.
• Researching data for preparation of requisitions, typing requisitions.
• Maintain purchase order file, receiving copies, invoices, packing slips.
• Direct payments, route for payment in a timely fashion.
• Assist Administrator/Principal/Director in preparation of annual budget.
• Typing administrative draft - tabulations/calculations.
• Maintain inventory of office materials, supplies, B5 in stock supplies, books, postage, health and athletic supplies.
• Mileage:
  Type monthly mileage on appropriate forms with direct payment for reimbursement including staff travel expenses and cab vouchers.

• Prepare/maintain weekly, biweekly, hourly payrolls for administrators, teachers, clerks, aides, etc., relative to regular payroll, overtime, workshops, coverage, breakfast program, in-house coverage, etc., as it applies to the job area.
• Maintain leave forms, name/address forms, vacation requests, certifications and renewals, etc. for attendance reporting and recordkeeping of payroll. Sort and distribute checks.

Daily attendance, registers, bulletins, via mainframe hook‑up or independent system (SCHOOLS).
Student processing key codes: E-M-H – Suspensions/Parent Conferences, Referrals, Incident Reports; E-M-H – A‑8's, Sign‑in Books, Sign‑out Books, Accident Reports; E-M-H – Reading Folders, Special Ed Folders, Home Instruction Registers; E-M-H – Nurse, Social Worker, Human Relations Specialists Visits; E-M-H – Transportation‑Passes, Field Trips; E-M-H – Minority/Majority and Pupil Enrollment Reports; E-M-G – Health Cards, Rosters (Quarterly), Student Transaction Sheets; E-M-G – Scheduling, Deficiencies, Grade Reporting, Report Cards;

E-M-G – Repeat/Failure Notices, Non‑promotional Notices; E-M-G – Tracer Cards including restrictions, Home Language Survey; E-G – Registration, Elem. Only, Forwarding PR Cards, End of Year; E-M – Recall lists (closed classes); H-G – Athletics, College Info:
Reference Letters, Transcripts; M-H – Locker Assignments – Student ; ALL – PR Cards, Scheduling Cards, Attendance, Exiting Students; ALL – Testing:
Placement and Scores Excused Early Slips; ALL – Late Slips, Transfer Cards, Student Incentive Programs.

• Must have excellent secretarial skills, including typing, filing, and records maintenance.
• Must have…