School Administrative Clerk

Hamilton County Schools; Chattanooga (TN); On-site; USD 30,000 - 42,000; Full time

Job summary

Hamilton County Schools in Chattanooga, TN seeks a dedicated clerical assistant to support school operations, process attendance and enrollment records, manage student documents, and assist staff and families at the front desk.

The role requires a high school diploma or GED and at least one year of general office experience, with strong communication and tech skills. Salary is based on the Grade A scale and reflects experience and responsibilities in a school setting.

Qualifications

• Demonstrates excellent verbal and written communication skills to deal effectively with employees, Board members, parents, and community members.
• Demonstrates ability to use technology to perform essential functions of job.
• Demonstrates ability to organize and prioritize work.

Responsibilities

• Acts in a professional, respectful, and welcoming manner at all times.
• Creates a customer-focused climate and provides quality services and support to school and other stakeholders.
• Complies with applicable district, state, and federal codes, laws, rules, regulations, standards, policies and procedures.
• Provides clerical support for the assigned school; processes a variety of documentation associated with department operations within designated timeframes and per established procedures.
• Provides clerical support for school principal, assistant principal, counselors, teachers, and other staff; maintains appointment calendars and schedules meetings, appointments, training sessions, or other activities; opens/screens mail; types, edits, or proofreads correspondence.
• Performs customer service functions; answers telephone calls, greets visitors, and assists individuals at front counter; ascertains nature of business, directs callers/visitors to appropriate personnel, and records/relays messages; provides information/assistance regarding school programs, activities, procedures, forms, fees, or other issues; responds to routine questions/complaints and initiates problem resolution.
• Processes documentation pertaining to student attendance; enters attendance data; produces daily attendance reports and distributes to teachers; signs in late students and distributes tardy slips; contacts parents to verify absences; reviews doctors' notes or other proof of medical absences; maintains student attendance, tardiness, delinquency, suspension, and dismissal records; prepares social worker referrals for excessive absence/tardiness.
• Processes documentation pertaining to student enrollment activities; processes student registrations, withdrawals, and transfers; corrects/updates data as appropriate; makes copies of student records for transfer to other schools; requests transfer of student records from other schools.
• Processes documentation pertaining to student records; maintains database of student records; maintains class schedules, report cards, progress reports, and other documentation in student records; locates and disseminates files as requested by authorized individuals, according to policy.
• Assists with monitoring of students during lunches, school arrival/departure times, or at other events/activities.
• Assists with bookstore operations; ensures adequate inventory levels and initiates purchase requisitions; conducts sale of items from bookstore to students, parents, or others; balances daily receipts and maintains records of revenues.
• Copies and distributes school calendars; assists in maintaining schedules and calendar of events for faculty, staff, and other personnel.
• Processes documentation and enters information pertaining to free/reduced lunch program; explains program to parents; receives applications and forwards to appropriate personnel.
• Monitors inventory of department supplies and forms; ensures availability of adequate materials to conduct work activities; initiates requests/orders for new or replacement supplies.
• Processes incoming/outgoing mail; sorts, organizes, opens, and/or distributes incoming mail; prepares outgoing mail for pickup.
• Receives various forms, reports, and correspondence; forwards or retains as appropriate.
• Operates a computer to enter, retrieve, review or modify data; performs data entry functions by keying data into computer; verifies accuracy of entered data and makes corrections; utilizes word processing, spreadsheet, database, desktop publishing, e-mail, Internet, or other programs.
• Performs basic maintenance of computer system and office equipment, such as backing up data or replacing paper, ink, or toner; coordinates service/repair activities as needed; provides assistance/support with operation of computers or office equipment as needed.
• Maintains file system of various files/records; prepares and sets up files; sorts/organizes documents to be filed; files documents in designated order; retrieves/replaces files; shreds/destroys confidential or obsolete documents.
• Performs general/clerical tasks, which may include making copies, distributing forms/documentation, sending/receiving faxes, filing documentation, updating department manuals/documentation, or updating bulletin boards.
• Communicates with supervisor, employees, other departments, school system officials, school officials/staff, teachers, parents, students, vendors, the public, outside agencies, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.
• Communicates through the proper channels to keep supervisor and other appropriate personnel informed of impending problems or events of unusual nature.
• Follows established procedures to ensure assigned areas are safe.
• Works collaboratively with all stakeholders.
• Attends work and arrives to work on time.
• Maintains confidentiality.
• Adheres to the Teacher Code of Ethics as defined by Tennessee Law.
• Complies with accounting and financial policies and procedures involving the handling of money and property, as well as other Board policies.
• Assists with clinic activities; takes temperatures of sick/injured children; provides minor first aid, such as applying ice or bandages; contacts parents/guardians to pick up sick/injured children; maintains medication records and dispenses medication to students according to policy.
• Use computers and other technology to enter and access information related to essential job functions.
• Provides assistance to other employees or departments as needed.
• May operate a motor vehicle to conduct various work activities.
• Performs other duties as assigned.

Skills

Verbal and written communication

Technology proficiency

Organization and prioritization

Education

High school diploma or GED

1 year general office experience

Tools

Word processing software

Spreadsheet software

Job description

Hamilton County Schools in Chattanooga, TN seeks a dedicated clerical assistant to support school operations, process attendance and enrollment records, manage student documents, and assist staff and families at the front desk.

The role requires a high school diploma or GED and at least one year of general office experience, with strong communication and tech skills. Salary is based on the Grade A scale and reflects experience and responsibilities in a school setting.