CLERICAL ASSISTANT - 9 MONTHS - OLIVER ES

Montgomery-Public-Schools; Birmingham (AL); On-site; USD 26,000 - 35,000; Part time

Job summary

Montgomery Public Schools seeks a Clerical Assistant to support school operations at Oliver Elementary School. The role involves maintaining student records, preparing documents, and serving as a liaison with families and staff.

Under direct supervision, you will perform clerical, secretarial, and minor accounting tasks, handle confidential records, and contribute to smooth daily operations in a school setting.

Qualifications

• Reading and writing ability required to meet job needs.
• Experience with office procedures and standard software applications.
• Ability to maintain confidentiality and handle sensitive records.

Responsibilities

• Maintain office records and student databases with accuracy.
• Prepare letters, reports, and other documents from rough drafts or instructions.
• Greet visitors, relay information, and coordinate communications with staff and the public.
• Assist in scheduling conferences, meetings, and student registrations.
• Support office operations and supply management; ensure security practices.

Skills

Recordkeeping

Document prep

Communication

Customer service

Time management

Education

Read/write proficiency

Job description

Job Title

Clerical Assistant

Reports To

Principal

Work Days

9 Months (184 Days)

Salary

Classified Schedule C1 Level 4

($25,744 - $34,622)

Location

Oliver Elementary School

FLSA Status

Exempt

Non Exempt X

Job Description

Under direct supervision, performs a variety of clerical, secretarial, bookkeeper, and other minor administrative functions required for the operation of a school/work site and other instructional programs; performs other related duties as required. The School Secretary is responsible for having assignments which are associated with the operation of a school, instructional program, or worksite. Other distinguishing characteristics include maintenance of confidential student records and more direct contact with students, parents/guardians, and instructional staff at a school/work site.

Duties and Responsibilities

(Any one position may not include all of the listed duties, nor do all of the listed examples include all tasks which may be found in positions within this classification.)

• Recordkeeping/Database Management Responsible for implementing and maintaining all office and school recordkeeping systems; maintains a comprehensive student database; develops and tracks records and reports related to incidents, accidents, average daily attendance, and test scores; uses both computer and manual filing systems which allow for efficient collection, retention, and retrieval of information; completes forms which include purchase orders, online supply orders, conference/travel claims, mileage claims, timesheets, evaluation forms, enrollment cards, rosters and other related forms; creates and maintains student files; maintains records for teacher and school budgets, student body funds, attendance, and other related records as needed.
• Document Preparation Using a computer, prepares, creates, and composes letters, reports, bulletins, and other documents for the school or instructional programs; answers routine correspondence for the administrator; prepares documents from rough draft, notes, recordings, or oral instructions; prepares reports from confidential records; operates computer and standard office equipment; may provide technical support to staff.
• Communication/Customer Service Acts as liaison between the school site and the general public by conveying information concerning rules, regulations, policies, and laws; greets and directs visitors; addresses standard inquiries by letter, phone, e-mail, fax or personal contact; maintains internal communication system insuring instructional, and support personnel are kept informed of needed information; coordinates the transfer of information between site/program and outside agencies and districts; interacts with and assists students when necessary; assists students and parents/guardians by explaining and enforcing school site requirements; communicates as necessary with supervisor; maintain confidentiality of records.
• Site / Program Support Ensures that appropriate calendars of activities are maintained for the school including establishment of schedules for parent conferences, Individualized Education Plan (IEP) meetings, school visitors, and other meetings; assists in the process of registering new students; coordinates and schedules transportation for students and staff; generates daily substitute list; may assist in arranging and scheduling substitute and temporary employees for the school; greets substitutes and assists with directions and questions; assists administrator and other staff in planning and preparing for staff meetings, in-services, conferences, and workshops; assists in the development of office procedures; insures appropriate security and safety methods are employed within the office; orders supplies and equipment for school/program insuring adequate levels are maintained.
• Training and Experience Any combination of training and/or experience which demonstrates ability to perform the duties as described; a typical qualifying background would include work experience in an office environment involving public contact; experience working at a school site is desirable. Knowledge of: Standard clerical procedures and office operations, English grammar, punctuation, and spelling; business formatting of documents; basic research techniques; standard software applications; budget and accounting principles; standard types of office filing systems; proper telephone etiquette.
• Skill and Ability to: Speak one or more languages; Operate standard office equipment; accurately prepare, create, edit, and design memos, reports, letters, and other documents; maintain complex databases and management information systems; learn new software applications; communicate effectively in oral and written form; proofread material and make necessary corrections; utilize time management techniques to organize and prioritize work; read, interpret, and apply rules, laws, and procedures; follow instructions; work independently; maintain confidentiality of student and program information; work cooperatively and effectively with students, parents/guardians, administrators, and the general public. Under direct supervision, performs a variety of clerical, secretarial, bookkeeper, and other minor administrative functions required for the operation of a school/work site and other instructional programs; performs other related duties as required.

Principal or similar supervisor; may receive assignments from central office and/or designated support personnel as required.

Performs other duties as assigned.

Qualifications

Sufficient formal and/or informal training to provide the ability to read and write at a level consistent with the requirements of the position.

Such alternatives to the above qualifications as the Board may require.

Physical Requirements

Physical strength, mobility, dexterity, stamina, and acuity are required to perform job responsibilities.

Revised

January 2026

Please Note

All candidates must submit to a background check https://fieldprintalabama.com Employment is contingent upon candidate meeting suitability criteria as established by Alabama State Department of Education. The Birmingham Board of Education does not discriminate on the basis of age, race, color, sex, sexual orientation, religious preference, marital status, disability, national origin, or any other reason prohibited by state or federal law. Employees of the District are required to comply with the provisions of Title VII of the Civil Rights Act and Title IX of the 1972 Educational Amendments. Birmingham Board of Education is required by state law to verify the employment eligibility of newly hired employees by using the federal E-Verify program. New employees are required to provide a Social Security number, an unexpired identity document that contains a photograph, and other acceptable documents that establish employment eligibility. In addition to determining whether a new hire is authorized to work in the United States, E-Verify will confirm that the employee's name and Social Security number match.