Clerk: School Data Information - Southern High

TrulyHired; Harwood (MD); On-site; USD 30,000 - 42,000; Full time

Job summary

Anne Arundel County Public Schools is seeking a Clerk: School Data Information to perform data entry and secretarial duties within a high school setting.

The role involves operating data systems for attendance, grade reporting, scheduling, and related records, plus providing receptionist support and file maintenance as needed.

Qualifications

• Requires high school diploma or equivalent.
• Two years of secretarial experience; one year in school operations at middle school attendance secretary level.
• Ability to type 40 words per minute and handle confidential student records.

Responsibilities

• Operate computer and scanning equipment; enter, sort, and retrieve data in student records systems.
• Reproduce and sort student schedules; modify schedules as needed.
• Maintain attendance, grades, and scheduling records with accurate filing and retrieval.
• Prepare daily attendance bulletins and summary attendance data; assist with communications to parents.
• Provide backup clerical support and assist Central Office in data reconciliation.

Skills

Typing 40 wpm

Data entry

Attention to detail

Communication

Education

High School Diploma or Equivalency Certificate

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

PowerPoint

School information systems

Job description

Job Description

Title Code: Clerk: School Data Information

JOB SUMMARY

Performs a variety of responsible data entry and secretarial functions within a high school. This full-functioning level of technical work involves responsibility for the accurate operation of data entry and computer scanning equipment; the assembling, coding, reproducing, sorting, interpreting and/or file maintenance relevant to student scheduling, student grade reporting, and/or changes of data within this field of operation. Work assignments include data entry, typing letters, memos, reports, establishing files, doing file maintenance, and recalling information from student records management systems necessary to prepare such reports as daily absence bulletins and summary attendance data. Additionally, work includes the daily maintenance of files relating to attendance, grade reporting, and scheduling. Positions in this class are located in high schools where the complexity and volume of attendance and related functions require the services of a full-time employee skilled in such operations. Provides support, as directed, on a variety of secretarial assignments.

ESSENTIAL DUTIES/RESPONSIBILITIES

• Operates personal computer and scanning equipment. Enters, sorts, and retrieves data in student records management systems according to school attendance procedures.
  
• Reproduces, interprets, and sorts student schedules; modifies schedules as changes occur.
  
• Keeps current schedule, attendance, and miscellaneous records which can be sorted alphabetically, by grade level, by homeroom teacher, and/or other requirement.
  
• Pulls attendance records for students who have withdrawn. Codes and files records. Pulls folder, completes appropriate CR records and processes related documents/records.
  
• Gathers and distributes forms to teachers for grading reports. Scans and spot checks forms for proper mark sensing. Arranges forms for transport to Board of Education. Prepares new forms to effect any corrections/changes as needed. Receives and assembles forms of absent students.
  
• Receives and assembles records of absent students. Establish files, do file maintenance, and recall information to prepare daily absence bulletins and summary attendance data. Downloads absent/tardy list to disc and places disc in parent notification computer to call parents regarding absence.
  
• Prepares daily attendance report printout. Distributes copies to teacher mailbox.
  
• May serve as receptionist for attendance office. Greets and assists or contacts parents regarding student attendance, injury, and/or illness.
  
• Issues passes for tardy students or those requesting early dismissal. Enters data in student records management system. Contacts parents to verify early dismissal. Maintains tardy and early dismissal log.
  
• Maintains ample supply of forms, records, office supplies, and materials.
  
• Provides backup assistance to other clerical office personnel to maintain efficient office operations at all times.
  
• Participates with Central Office staff in data reconciliation/editing processes.
  
• Performs other related duties as assigned within the same classification or lower.

MINIMUM QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education

• High School Diploma or Equivalency Certificate required.

Experience

• Two (2) years recent progressively responsible secretarial work experience required.
  
• One (1) year experience with school operations at the middle school attendance secretary level required;
  
• Or an equivalent combination of education and experience which provides the required knowledge, skills, and abilities deemed sufficient to prepare the employee to successfully perform the duties of the position.

Knowledge, Skills, Abilities and Other Characteristics

• Demonstrated ability to type forty (40) words per minute.
  
• Willingness to exercise considerable initiative and independence.
  
• Ability to exercise courtesy, tact, and good judgment in dealing with students, teachers, administrators, other employees and the general public.
  
• Ability to use school based financial management, human resource, and student records management systems is preferred.
  
• Knowledge of office practices and procedures, business English, spelling, bookkeeping, and commercial arithmetic.
  
• Knowledge of Board of Education and school operations, policies, and procedures.
  
• Demonstrated proficiency with business technology applications (e.g. Video/Web Conferencing, Microsoft Office Suite -Word, Excel, Outlook, and/or PowerPoint preferred). For new permanent secretarial/clerical/technician hires, a minimum score on a pre-employment assessment is required.

Licenses and Certifications

• N/A

Driving Requirements

• N/A

LEADERSHIP ROLE

• N/A

PHYSICAL DEMANDS/WORKING CONDITIONS

The physical demands and working conditions described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands

• Standing: under 1/3 percent of the time
• Walking: under 1/3 percent of the time
• Sitting: between 1/3 and 2/3 percent of the time
• Keyboarding: between 1/3 and 2/3 percent of the time
• Talking: between 1/3 and 2/3 percent of the time
• Hearing: between 1/3 and 2/3 percent of the time
• As required by the duties and responsibilities of the position.

Vision

• No special vision requirements

Work Environment

Location

• Office, school or similar indoor environment: over 2/3 percent of the time

Noise Level

• Moderate: between 1/3 and 2/3 percent of the time

Weight & Force

Lifting and carrying requirements

• None:

Travel Requirements

• N/A

JOB INFORMATION

Approved Date: 7/1/1997

Established Date: 7/1/1979

Title Code: C21608

Title: CLERK: SCHOOL DATA INFORMATION

Alternate Title: Clerk: School Data Information

Reports to Generic: Principal

Reports to Specific: PRINCIPAL

ORGANIZATION

Division: Academics

Business Unit: Curriculum & Assessments

Department:

Negotiated Agreement: Secretaries and Assistants Association of Anne Arundel County (SAAAAC)

HR JOB INFORMATION

Unit: IV

Days Worked: 260

FLSA Exemption Status: Non-Exempt

Grade: SG07

Essential Job:

Months Worked: 12

Hours Worked:

Job Family: Administrative and Office Support

Sub-Function: Technical-Clerical Support

Welcome to ATX Learning

Anne Arundel County Public Schools (AACPS) provides a challenging and rewarding educational experience for every child. We offer a comprehensive system-wide multicultural curriculum from kindergarten through 12th grade. At every level, the focus is on success for every student. Quality instruction, combined with teacher commitment, provides excellence in our instructional programs. Explore career opportunities with a progressive school system dedicated to providing the very best services to our students, our educators, and our community.

Located on the magnificent Chesapeake Bay, Anne Arundel County is conveniently located near the cities of Baltimore and Washington, D.C., and is home to the state capitol, Annapolis, which has a rich historical past. Notable landmarks include the United State Naval Academy, Fort George G. Meade, the National Security Agency, and Baltimore Washington International Airport. The county encompasses urban, suburban, and rural areas, with 432 miles of tidal shoreline. Fine dining, state parks, major cultural attractions, the best in entertainment and professional sports are within easy access to our central location.