Job Description

 

JOB CLASS:      Clerical Office Aide - Front Desk Receptionist/Attendance Secretary - temporary position

REPORTS TO:   Building Principal – General McLane High School

FLSA:               Non-Exempt

SCHEDULE:      Monday-Friday; 7:00 am to 3:00 pm (half hour unpaid lunch); approx. Nov 2024 - Mar 2025

 

 

FUNCTIONAL PURPOSE:

 

The purpose of this position is to provide administrative, clerical, and patron support to school building administrative offices.  Employees in this position are expected to provide courteous assistance to the students, staff, and patrons who call, email, or visit in person.    

 

ESSENTIAL/CORE JOB FUNCTIONS:

 

• Answer the telephone and direct calls to the proper staff.
• Greet and welcome visitors to the building. Maintain visitor login sheets and provide visitors with badges.
• Keep accurate records of student attendance on a daily, weekly, monthly and annual basis. Included in this record-keeping is attendance management through parent calls, paperwork and all formal correspondence to parents, schools, district magistrate and administration.
• Manage student information and demographic information in PowerSchool.
• Manage attendance for Erie County Technical School Students. Record daily attendance for ECTS AM and PM students and students in Dual Enrollment.
• Issue shop cards and collect money for wood shop, metal shop and photo labs. Deposit money from those fees once a month with the Business Office.
• Manage the obligation list, detention list and enter discipline log entry information into PowerSchool.
• Issue and manage student and faculty parking permits.
• Provide parents with PowerSchool passwords
• Provide copying support as needed.
• Manage homework assignments for absent or suspended students.
• Coordinate the selection of Camp Fitch counselors with the 5^th grade teachers.
• Coordinate the selection of track and field helpers.
• Compile and post the daily announcements on Schoology.
• Provide office support for booster organizations and school/community related projects.
• Serve as a backup to the Registrar, Office Manager and Guidance Department secretary in the event of their absence.

 

SECONDARY JOB FUNCTIONS:

 

• Record all student obligations and send lists to teachers and letters to parents.
• Assist in scheduling students and/or teachers for events or classes and prepare supporting documents to certify completion or participation.
• Perform general clerical duties: assist with maintaining functionality of office equipment, distribute interoffice and USPS mail, type correspondence, edit documents, make copies, send and receive fax transmissions.
• Prepare internal communications which may include, but is not limited to, memos, handouts, pamphlets, etc.
• Maintain and process files and databases that may include, but is not limited to employee and/or student data; parent and employee grievances or complaints; departmental programs; training and development information; student information, student discipline data and performance data; departmental supplies, etc.
• Assist with planning and coordinating activities for special events or clubs that support school functions.
• Coordinate or relay changes to student transportation or drop off location.
• Assist with student attendance matters such as tardy students, students who are going home sick, or those who need to be checked out early due to appointments or personal matters.
• Prepare students for enrollment or withdrawal by collecting necessary documents and contacting assigned teachers and staff members.

 

MINIMUM EDUCATION, TRAINING AND/OR EXPERIENCE REQUIREMENTS:

 

High school graduation or equivalent

 

REQUIRED CERTIFICATIONS

 

Must maintain updated state required clearances

 

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:

 

• Ability to demonstrate patience and compassion when dealing with students and/or parents
• Ability to communicate clearly orally as well as in written and electronic formats.
• Ability to use a computer or other electronic devices for the purpose of communication, budgeting, data recording, location of information, and presentations.
• Ability to use a copier and duplicator, Data Entry including 10-key a plus.
• Skill in organizing materials and information, electronically or physically to allow for efficient retrieval of information.
• Knowledge of Family Educational Rights Privacy Act (FERPA) regulations and how they may apply to sharing student information with various stakeholders who may be requesting information.
• Knowledge of common administrative tools and processes such as copiers, fax machines, scanners, phone systems, and email.
• Ability to use student information systems proficiently. Currently using PowerSchool.
• Skill in coordinating both long and short term projects.
• Knowledge of computer software applications, particularly the Microsoft Office Suite (i.e Word, Excel and PowerPoint) and other programs used by the district to record information or communicate.
• Knowledge of effective methods to engage diverse members of the community to promote positive relationships in collaborative working relationships.
• Interpersonal skills used to work effectively with teams including skill in managing conflict or differences of opinion between subordinates or supervisors.
• Skill in adapting to fluid work situations or adapting to changes in expectations, procedures, or technology used on the job.
• Problem solving skills using creativity, reasoning, past experiences, and information available to overcome challenges on the job.

 

PHYSICAL WORK DEMANDS:

 

• Ability to hear and understand speech at normal levels, outdoors and on the telephone assisted or unassisted by hearing devices.
• Ability to work in a sitting position for extended periods.
• Possess near and far acuity to monitor people, equipment, other objects, or vehicles at near and far distances.
• Ability to stand for extended periods of time.

 

May be required to lift items such as files or documents weighing up to 5 lbs.

 

Note: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required and is not intended to be an exhaustive list of all qualifications associated with this job.

 

 

 

 

 

 

 

 

 

General McLane School District is an equal opportunity educational institution and does not discriminate in its educational programs, services, activities or employment practices, on the basis of race, color, religion, sex (including pregnancy, childbirth, and related conditions), sexual orientation, gender identity or expression, national origin, genetic information, disability, age,  veteran status, or any other legally protected class, as required by Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, Sections 503 and 504 of the Rehabilitation Act of 1973, the Age Discrimination Age of 1974, the Age Discrimination in Employment Act of 1967, the Americans with Disabilities Act of 1990, and the Pennsylvania Human Relations Act, and/or any other applicable Pennsylvania or federal law.  For information regarding civil rights; how to request special accommodations; grievance procedures; or the responsible official for compliance with Title VI, Title, IX, and Section 504, please contact the School District administrative offices.