Guidance Clerk

An employee in this position performs skilled clerical work which involves maintaining accurate student cumulative folders; filing numerous documents in the cumulative folders; maintaining student records; assisting the Guidance Counselor on facilitating all clerical work associated with the Guidance Department. Work is performed under the supervision of the assigned administrator.

NOTE: These examples are intended only as illustrations of the various types of work performed in a position allocated to this class. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

• Schedule appointments for the guidance counselor. Maintain a log of students that consult with the guidance counselor.
• Register/withdraw students and coordinate with the transportation department.
• Act as receptionist for the guidance department.
• Set up and confirm parent conferences.
• Set up new student records.
• File all folders and confidential materials relating to the department.
• Assist in preparation for readiness and academic testing.
• Initiate and prepare paperwork for staffing and screening referrals.
• Assist other student service workers with information and maintenance of their information in cumulative records.
• Perform related duties as assigned.

• High school diploma or GED required

• Ability to demonstrate working knowledge of computers; general typing/keyboarding
• Ability to operate office equipment and handle multiple tasks in a timely manner
• Excellent telephone and interpersonal communication skills
• Maintain accurate records
• Ability to access, input and retrieve computer information

Light work - Required to push, pull or lift 25 pounds of force occasionally, 10 pounds of force frequently, or 5 pounds of force constantly to move objects.

Performs other related tasks as assigned by supervisor or the Superintendent.

Uses standard office equipment such as personal computers, printer, copy and fax machines, and telephone.

Travels to school district buildings and professional meetings as required.

• Knowledge of grant application process and writing of applications.
• Knowledge of various grant programs available to school districts.
• Knowledge of loan documents to track the disposition of funding with project managers and funding agencies.
• Knowledge of applicable federal and state laws and processes regarding grant applications and procurement.
• Ability to organize and prioritize multiple tasks and conflicting time constraints.
• Effective written and verbal communication skills.
• Ability to work under pressure and maintain composure in meeting deadlines.
• Ability to take initiative and utilize innovative techniques and ingenuity in preparing grant/loan applications.
• Ability to understand, apply and use personal computers and software applications (e.g., Word, Excel, Powerpoint).
• Excellent interpersonal skills. Ability to interact with various departments of the City.
• Ability to research grant opportunities available, and to gather, analyze, and evaluate a variety of data
• Ability to participate as a team player to coordinate grant projects.
• Ability to develop, write and implement strategic plans and ability to provide necessary documentation to support grant requirements.
• Ability to read, interpret and apply laws, rules and regulations.
• Ability to establish and maintain cooperative working relationships with others contacted in the course of work.

Works in standard office and school building environments.

Certification/License:

• Motor Vehicle Operator's License or ability to provide own transportation.

Education:

• BA Degree in English or related field from an accredited college or university. Masters Degree in related field preferred.

Experience

• Successful related experience, much of which has been spent in grant/loan funding or any equivalent combination of education and experience which provides the skills knowledge and ability necessary to perform the essential functions.
• Experience in a school district or government grant writing preferred.