Clerical Assistant

Overview

Job Description

Hamilton County Schools, located in Chattanooga, TN, is working to ensure that all students thrive and experience a future without limits. We are committed to excellence for every student and are seeking outstanding leaders, teachers, support staff, and district employees who desire to make a difference in the lives of students. With nearly 75 schools, we are confident that you can find your place in Hamilton County.

Learn more about working for Hamilton County Schools e.org and get to know us and our strategic plan, Opportunity 2030.

Big Ridge Elementary is a K-5 school located in Hixson, TN, just north of Chattanooga. We believe that our school is the very best place to teach and learn, with our collaborative team working together to teach in creative and innovative ways. We are focused on creating a student-centered environment that fosters engagement. We celebrate and share the success of all learners and continuously strive for excellence while inspiring the leaders of today and tomorrow.

The purpose of this job is to perform clerical work associated with processing information/documentation in support of an assigned school.

• Acts in a professional, respectful, and welcoming manner at all times.
• Creates a customer-focused climate and provides quality services and support to school and other stakeholders.
• Complies with applicable district, state, and federal codes, laws, rules, regulations, standards, policies and procedures.
• Provides clerical support for the assigned school; processes a variety of documentation associated with department operations within designated time frames and per established procedures.
• Provides clerical support for school principal, assistant principal, counselors, teachers, and other staff; maintains appointment calendars and schedules meetings, appointments, training sessions, or other activities; opens/screens mail; types, edits, or proofreads correspondence.
• Performs customer service functions; answers telephone calls, greets visitors, and assists individuals at front counter; ascertains nature of business, directs callers/visitors to appropriate personnel, and records/relays messages; provides information/assistance regarding school programs, activities, procedures, forms, fees, or other issues; responds to routine questions/complaints and initiates problem resolution.
• Processes documentation pertaining to student attendance; enters attendance data; produces daily attendance reports and distributes to teachers; signs in late students and distributes tardy slips; contacts parents to verify absences; reviews doctors’ notes or other proof of medical absences; maintains student attendance, tardiness, delinquency, suspension, and dismissal records; prepares social worker referrals for excessive absence/tardiness.
• Processes documentation pertaining to student enrollment activities; processes student registrations, withdrawals, and transfers; corrects/updates data as appropriate; makes copies of student records for transfer to other schools; requests transfer of student records from other schools.
• Processes documentation pertaining to student records; maintains database of student records; maintains class schedules, report cards, progress reports, and other documentation in student records; locates and disseminates files as requested by authorized individuals, according to policy.
• Assists with monitoring of students during lunches, school arrival/departure times, or at other events/activities.
• Assists with bookstore operations; ensures adequate inventory levels and initiates purchase requisitions; conducts sale of items from bookstore to students, parents, or others; balances daily receipts and maintains records of revenues.
• Copies and distributes school calendars; assists in maintaining schedules and calendar of events for faculty, staff, and other personnel.
• Processes documentation and enters information pertaining to free/reduced lunch program; explains program to parents; receives applications and forwards to appropriate personnel.
• Monitors inventory of department supplies and forms; ensures availability of adequate materials to conduct work activities; initiates requests/orders for new or replacement supplies.
• Processes incoming/outgoing mail; sorts, organizes, opens, and/or distributes incoming mail; prepares outgoing mail for pickup.
• Receives various forms, reports, and correspondence; forwards or retains as appropriate.
• Operates a computer to enter, retrieve, review or modify data; performs data entry functions by keying data into computer; verifies accuracy of entered data and makes corrections; utilizes word processing, spreadsheet, database, desktop publishing, e-mail, Internet, or other programs.
• Performs basic maintenance of computer system and office equipment, such as backing up data or replacing paper, ink, or toner; coordinates service/repair activities as needed; provides assistance/support with operation of computers or office equipment as…