Extended Learning Clerk III

aa210; Sugar Land (TX); On-site; USD 36,000 - 48,000; Full time

Job summary

aa210 seeks a Clerk III to perform advanced clerical tasks in support of a department’s operations. Responsibilities include managing invoices, filing purchase orders, vendor communications, and preparing budget reports.

Strong MS Office skills, data entry, and confidentiality are essential for success in this on-site role in Sugar Land, Texas. The position supports daily transactions, payroll files, attendance data, and office administration.

Qualifications

• High School diploma or GED with keyboarding/office courses.
• Minimum 3 years clerical experience, preferably in an educational office.
• Experience in general office procedures, preparation of reports, maintenance of records, collection of data and processing work orders.
• Proficient in Microsoft Office and in database management and record keeping.
• Thorough knowledge of business office procedures, practices and equipment, business English and office terminology.
• Ability to communicate effectively, both orally and in writing, and maintain confidentiality.

Responsibilities

• Provide general clerical support to the assigned department; serve as mail clerk; maintain records of invoices; categorize and file purchase orders, invoices, statements, etc.; request services or supplies from vendors/contractors by phone; may prepare electronic spreadsheet budget reports or process annual budget for department; answer phone inquiries, providing information, transferring calls or taking message as applicable; order office supplies, forms and maintain supply/form inventories.
• Perform a wide range of data entry processing in a central office; gather and record employee work order data; maintain inventory data files; support staff as required or requested; distribute query/document files, report according to schedule or as requested by authorized staff
• Review requisitions for accuracy and ensure approvals are in place, and data is entered to complete purchase orders; perform expediting and vendor follow-up tasks
• Prepare, file and maintain a variety of department-related documentation; may process and maintain payroll files; may process absence/substitute reports; may gather and record student attendance, employee work schedule or timecards, full and early dismissal participation rates and act as fleet dispatcher if applicable. Prepare correspondence, assemble and disseminate materials and mailings; assist with department activities, maintain department data and perform special tasks as assigned by the supervisor record
• Maintain supervisor's/manager’s calendar, make appointments, schedule travel; may assist in organization of workshops, and in-service training sessions
• May be tasked to assist with student/ financial management system; primarily focused on daily transactions of invoicing, credits, billing and applying of payments, petty cash management and reimbursements and tuition collection and cash drawer errors as necessary

Skills

Microsoft Office

Data entry

Record keeping

Education

High School diploma or GED with keyboarding/office courses

Job description

Job Overview

The Clerk III will perform a variety of advanced level clerical tasks which support the operations and functions of the assigned department. Work decisions are made in accordance with established precedents and departmental policies.

Position Description

Essential Duties and Responsibilities

• Provide general clerical support to the assigned department; serve as mail clerk; maintain records of invoices; categorize and file purchase orders, invoices, statements, etc.; request services or supplies from vendors/contractors by phone; may prepare electronic spreadsheet budget reports or process annual budget for department; answer phone inquiries, providing information, transferring calls or taking message as applicable; order office supplies, forms and maintain supply/form inventories
• Perform a wide range of data entry processing in a central office; gather and record employee work order data; maintain inventory data files; support staff as required or requested; distribute query/document files, report according to schedule or as requested by authorized staff
• Review requisitions for accuracy and ensure approvals are in place, and data is entered to complete purchase orders; perform expediting and vendor follow-up tasks
• Prepare, file and maintain a variety of department-related documentation; may process and maintain payroll files; may process absence/substitute reports; may gather and record student attendance, employee work schedule or timecards, full and early dismissal participation rates and act as fleet dispatcher if applicable. Prepare correspondence, assemble and disseminate materials and mailings; assist with department activities, maintain department data and perform special tasks as assigned by the supervisor record
• Maintain supervisor's/manager’s calendar, make appointments, schedule travel; may assist in organization of workshops, and in-service training sessions
• May be tasked to assist with student/ financial management system; primarily focused on daily transactions of invoicing, credits, billing and applying of payments, petty cash management and reimbursements and tuition collection and cash drawer errors as necessary

Supervisory Responsibilities

• None

Qualification Requirements

To perform this job successfully, an individual must be able to perform each of the above essential duties satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or abilities, required unless otherwise stated as preferred. Reasonable accommodations may be made to enable individuals with disabilities to perform the essentials functions.

• High School diploma or GED including or supplemented by courses in keyboarding and office practices
• Minimum of 3 years of clerical experience preferably in an educational office environment
• Experienced in general office procedures, preparation of reports, maintenance of records, collection of data and processing work orders
• Proficient in Microsoft Office and in database management and record keeping
• Thorough knowledge of business office procedures, practices and equipment, business English and office terminology
• Ability to understand and follow oral and written directions. Ability to communicate effectively, both orally and in writing. Ability to work independently on assigned tasks. Ability to maintain a high level of confidentiality of district, student, customer or vendor information

Physical Requirements/Working Conditions

The work environment characteristics and physical demands described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work is performed in classrooms, offices, work stations and meeting rooms.

The position requires occasional walking, standing, sitting, bending, stooping, kneeling, crouching, crawling, and lifting/carrying work related items weighing less than 40 pounds, such as books, papers and presentation materials. The employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; and talk or hear. Specific vision abilities required by this job include close vision, color vision, and the ability to adjust focus. Attendance at conferences and professional development is required. Work involves everyday risks and discomforts which require normal safety precautions when operating equipment or performing job duties. May work prolonged or irregular hours and must be able to maintain emotional control under stress.

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