Position Overview The Clerk is responsible for providing data entry, enrollment, attendance, and general administrative support to the Principal and school office staff. While management of the administrative function is the primary responsibility of the Administrative Assistant, the Clerk may be responsible for general administrative duties as needed to support school administration. However, the Clerk's primary administrative responsibilities tend to be more task-specific, in areas such as enrollment, attendance, finance/accounting, reporting, and records maintenance. This position is a safety-sensitive position. As a result, throughout employment this position will be subject to the Employee Mandatory Drug and Alcohol Testing Policy. The Clerk will report to the Principal or designee. Essential Duties and Responsibilities The below statements are intended to describe the general nature and scope of work being performed by this position. This is not a complete listing of all responsibilities, duties, and/or skills required. Other duties may be assigned.
- Data Entry
- Keeps track of received data and source documents.
- Prepares and sorts source documents, compares data entered with source documents, and identifies and interprets data for entry.
- Reviews and makes necessary corrections to information entered in Aspen, the Student Information System.
- Confirms accuracy of data and contacts preparers of source documents to resolve questions, inconsistencies, or missing data.
- Processes forms, generates reports, responds to inquiries regarding entered data as requested.
Enrollment - Collects and reviews enrollment-related documentation, including but not limited to residency supporting documentation and withdrawal documentation.
- Attends regularly scheduled trainings for enrollment-related system access.
- Assists families with understanding and completing the enrollment process to fidelity.
- Participates in student recruitment and retention efforts, including but not limited to marketing and outreach.
- Proactively communicates with parents, students, and central office for the purpose of coordinating processes and resolving issues regarding enrollment.
- Researches discrepancies of enrollment information and/or documentation for the purpose of ensuring accuracy of enrollment data before final processing and reporting.
- Serves as school-level support for the annual Enrollment Audit.
Attendance - Records student attendance and maintains relevant records.
- Ensures attenance is entered in Aspen every period, every day, by each teacher.
- Ensures that proper absences coding is timely entered in Aspen, including immunization codes.
- Enter excuse notes received from guardians, as per policy and retains the documentation in the student's file.
- Proactively communicates with parents, students, teachers, and all stakeholders in the form of telephone calls, written correspondence, student passes, etc. for the purpose of coordinating processes and resolving issues regarding attendance.
- Maintains a variety of attendance records, schedules, and files for the purpose of documenting activities and/or providing reliable information.
- Notifies parents and/or guardians of student absences for the purpose of meeting district and federal requirements.
- Collects admission slips, late notices, class release forms, etc. for the purpose of ensuring accurate reporting of excused absences and truancies.
- Prepares attendance-related reports and written materials at the request of the Principal or their designee.
- Processes corrections in attendance records, attendance codes, etc. and disseminates information to appropriate parties.
- Researches discrepancies of attendance information and/or documentation for the purpose of ensuring accuracy of attendance data before final processing and reporting.
- Responds to inquiries from stakeholders (e.g., parents, students, staff, probation officers, etc.) for the purpose of providing information and/or directions as required.
- Supports Attendance Counselor or designee as needed.
- Attends annual attendance training provided by central office, as well as peiodic trainings and office hours led by central office throughtout the year.
General Administration - Provides general administrative support to Administrative Officer, Business Manager, and other administrative office staff and stakeholders as necessary, including:
- Receiving, screening, and assigning incoming calls to appropriate persons.
- Maintaining files.
- Screening incoming mail and distributing appropriately.
- Escorting students to and from classrooms.
- Sending and receiving faxes.
- Greeting and addressing concerns of parents, guardians, and community members who visit the school.
- Attends staff meetings, staff development workshops, conferences, and other meetings as required.
- Participates in school-based committees as necessary.
Qualifications
- High school diploma or GED.
- Previous exposure to or experience in the education sector a plus.
- Microsoft Office Suite.
- Adobe Acrobat.
DCPS Values
- STUDENTS FIRST : We recognize students as whole children and put their needs first in everything we do.
- COURAGE : We have the audacity to learn from our successes and failures, to try new things, and to lead the nation as a proof point of PK-12 success.
- EQUITY : We work proactively to eliminate opportunity gaps by interrupting institutional bias and investing in effective strategies to ensure every student succeeds.
- EXCELLENCE : We work with integrity and hold ourselves accountable for exemplary outcomes, service, and interactions.
- TEAMWORK : We recognize that our greatest asset is our collective vision and ability to work collaboratively and authentically.
- JOY : We enjoy our collective work and will enthusiastically celebrate our success and each other.