Clerical Assistant - Providence Elem.

Montgomery-Public-Schools; Huntsville (AL); On-site; USD 24,000 - 32,000; Full time

Job summary

Montgomery Public Schools in Huntsville, AL seeks a Clerical Assistant to support administrative staff in the school office. The role involves handling visitors and calls, data entry, and maintaining filing systems to ensure smooth operations.

You will assist with attendance records, manage basic medical support under ABN guidelines, and help process forms while upholding FERPA confidentiality and privacy standards.

Qualifications

• Requires high school diploma or equivalent and six months of office support experience.

Responsibilities

• Receives visitors and phone calls and directs inquiries to appropriate staff.
• Provides support to the Office Manager and administrators to ensure smooth operations.
• Uses student management database to verify identity and log check-ins/check-outs.
• Assists students with medical needs under ABN guidelines, including dispensing OTC and prescribed medication when directed.
• Processes forms and documents for department/school functions.
• Maintains confidential data in compliance with FERPA when handling reports.
• Maintains orderly paper and electronic filing systems for accurate information.
• Sorts mail, packages, and distributes to recipients in a timely manner.
• Operates office equipment and uses software for spreadsheets and word processing.

Education

High school diploma or equivalent

Job description

Job Title: Clerical Assistant

Job Code: SC-108

Job Grade: CA/24

Job Goal: To provide clerical support to administrative staff in the school office to support smooth and efficient school operations.

Reports To: School Principal as assigned

Supervises: None

Essential Duties and Responsibilities

• Receives visitors and telephone calls and responds to a wide variety of inquiries from HCS staff, parents/guardians, outside agencies, community members, and others for the purpose of providing information and/or directing to appropriate personnel; takes and relays messages in order to facilitate timely communication.
• Provides support to the Office Manager, school principal, and other school administrators and/or staff by performing duties as requested and/or assigned in order to assist with the smooth and efficient operation of the school office.
• Uses the student management database to verify the identity of person(s) checking student(s) out of school; updates attendance information accordingly in the student management database to document student check-ins/check-outs in accordance with school safety procedures.
• Assists students with various medical needs in accordance with Medication Assistant guidelines set forth by the Alabama Board of Nursing (ABN), including dispensing over-the counter and prescribed medication as directed by a healthcare professional; monitoring students in a quiet, distraction‑free environment to ensure safety and well‑being; and notifying the school nurse for further consultation when necessary.
• Processes forms, applications, and other documents as directed in support of department/school functions and activities.
• May assist as needed, under the direction of assigned supervisor, to generate, distribute, and/or disclose confidential data, information, or reports to various recipients as appropriate while maintaining compliance with the Family Educational Rights and Privacy Act (FERPA).
• Contributes to the maintenance of orderly paper and electronic filing systems for the purpose of ensuring the availability of accurate, complete, and confidential information for use by HCS staff and other appropriate parties.
• Participates in a variety of approved trainings, activities, and events for professional development purposes.
• Sorts, opens, and distributes mail, checks, and packages to the appropriate recipients to ensure documents, materials, and supplies are received in a timely manner.
• Operates office equipment such as fax machines, scanners, copiers, and phone systems and schedules repair and/or maintenance as needed; utilizes computers and software systems for spreadsheets, word processing, database management, and other applications.
• Performs other job‑related duties as required.

Qualifications

A high school diploma or equivalent and six (6) months of office support experience.

Physical Requirements

Requires light work exerting up to ten (10) pounds of force occasionally and/or a negligible amount of force frequently.Job involves sitting most of the time.

Terms of Employment

Nine month year.Salary as recommended by the Superintendent and approved by the Board.

This specification has been designed to represent the general nature and level of work found in this position. As such, it is not intended to contain all duties and qualifications of an employee in this position. Consequently, it is not intended to be perceived as an identification of essential job functions as required by ADA. Note: The omission of specific statements of duties does not exclude them from the position if the work is similar, related or logical assignment to that position.