School Clerk (FT) at Providence Public Schools Providence, RI

Providence Public Schools; Providence (RI); On-site; USD 36,000 - 48,000; Full time

Job summary

Providence Public Schools is seeking a School Clerk (full-time) to handle clerical duties for the Lead School Clerk. The role emphasizes phone reception, correspondence, and office operations within the school office setting.

Responsibilities include maintaining records, assisting administration, and supporting budget-related tasks, attendance processing, and general office tasks. Strong secretarial skills and excellent English communication are essential.

Qualifications

• High school diploma or GED required; college degree preferred.
• Pass clerical test as part of the recruitment process.
• Strong secretarial and records maintenance abilities.

Responsibilities

• Maintain positive, professional relationships with staff and customers.
• Answer phones professionally and route calls or take messages.
• Prepare correspondence, emails, and memos in paper and electronic form.
• Support staff and administrators with general operational tasks and records.
• Assist in department operations as needed.

Skills

Secretarial skills: typing, filing,记录

Excellent English communication

Interpersonal skills

Microsoft Office proficiency

Customer service

Diverse populations

Education

High School Diploma or GED

College degree preferred

Pass clerical test

Tools

Outlook

Excel

Access

Word

Lawson Teachscape

AESOP

Skyward

Job description

School Clerk (FT) – Providence Public Schools – Providence, RI – Hours: 7:30 AM – 3:30 PM

Education, Training, and Experience

• High School Diploma or GED Diploma required.
• College degree from an accredited educational institution preferred.
• Must have passed the appropriate clerical test.

Description of Duties, Responsibilities, and Curriculum Linkages

This position is responsible for all clerical functions of the School Office pertinent to the operational requirements established for Lead School Clerk.

Duties

• Maintain positive and professional staff and customer relationships.
• Answer phones in a professional manner and direct calls to appropriate persons or take detailed messages.
• Manage communication of information in and out of the office; prepare correspondence, emails, memos (paper and electronic).
• Support office staff, managers and administrators with general operational tasks; assist and perform general record keeping.
• Assist in any aspect of the departmental operation whenever necessary.

Public Relations

• Telephone - in-house (intercom), walkie-talkie. Receive and route calls appropriately.
• Correspondence - receives and routes mail, packages. Prepare correspondence; forward accordingly (notices, grievances, and reports): State, Local and Federal, Use of Building, Health and Safety, Incident/Accident, School/Staff/Parent Notices, Fire Drills and Inspections, Proposals.
• Maintain an up-to-date filing system: Staff directory, phone listing, student recall listings, waiting lists, weekly, monthly, quarterly, annual reports, School Board Agendas.
• Maintain appointment/meeting calendars/schedules: Building, teacher, parent groups, visitors, workshops, etc.
• Greet and assist all visitors in a positive manner.

Budget

• Ledger activity associated with balances, spreadsheets & word processing computer application.
• Updating and distribution of budget reports.
• Researching data for preparation of requisitions, typing requisitions.
• Maintain purchase order file, receiving copies, invoices, packing slips.
• Direct payments, route for payment in a timely fashion.
• Assist Administrator/Principal/Director in preparation of annual budget.
• Typing administrative draft - tabulations/calculations.
• Maintain inventory of office materials, supplies, B5 in stock supplies, books, postage, health and athletic supplies.
• Mileage: Type monthly mileage on appropriate forms with direct payment for reimbursement including staff travel expenses and cab vouchers.

Payroll

• Prepare/maintain weekly, biweekly, hourly payrolls for administrators, teachers, clerks, aides, etc., relative to regular payroll, overtime, workshops, coverage, breakfast program, in-house coverage, etc., as it applies to the job area.
• Maintain leave forms, name/address forms, vacation requests, certifications and renewals, etc. for attendance reporting and recordkeeping of payroll. Sort and distribute checks.

Computer and Student Processing

Daily attendance, registers, bulletins, via mainframe hook‑up or independent system (SCHOOLS). Student processing key codes: E-M-H – Suspensions/Parent Conferences, Referrals, Incident Reports; E-M-H – A‑8's, Sign‑in Books, Sign‑out Books, Accident Reports; E-M-H – Reading Folders, Special Ed Folders, Home Instruction Registers; E-M-H – Nurse, Social Worker, Human Relations Specialists Visits; E-M-H – Transportation‑Passes, Field Trips; E-M-H – Minority/Majority and Pupil Enrollment Reports; E-M-G – Health Cards, Rosters (Quarterly), Student Transaction Sheets; E-M-G – Scheduling, Deficiencies, Grade Reporting, Report Cards; E-M-G – Repeat/Failure Notices, Non‑promotional Notices; E-M-G – Tracer Cards including restrictions, Home Language Survey; E-G – Registration, Elem. Only, Forwarding PR Cards, End of Year; E-M – Recall lists (closed classes); H-G – Athletics, College Info: Reference Letters, Transcripts; M-H – Locker Assignments – Student ID Cards; ALL – PR Cards, Scheduling Cards, Attendance, Exiting Students; ALL – Testing: Placement and Scores Excused Early Slips; ALL – Late Slips, Transfer Cards, Student Incentive Programs.

Minimum Qualifications Standards

• Must have excellent secretarial skills, including typing, filing, and records maintenance.
• Must have excellent written and oral communication skills, including excellent English grammar, usage and spelling and punctuation skills.
• Excellent interpersonal skills and the ability to maintain composure and professionalism in a fast‑paced and demanding environment.
• Must be proficient, or willing to attain proficiency, in various software applications used to maintain electronic records including Microsoft Office Suite (Outlook, Access, Excel and Word), Lawson Teachscape, AESOP Attendance System and Skyward.
• Must be proficient in use of standard office equipment, including facsimile, copiers, calculators, telephone system and desktop computer.
• You must complete the new hire compliance training prior to your first day of employment.
• Must possess and consistently model excellent interpersonal and customer service skills and the ability to maintain composure in a fast‑paced and demanding environment.
• Must have the knowledge and skills to build positive relationships with people from diverse populations.
• Commitment to the mission and vision of PPSD and the relevance of job functions to that mission and vision.

Special Requirements

• Must be confidential.
• Bilingual Preferred.