Program Rrecords Clerk - Student Truancy

Program Records Clerk

Purpose Statement

The job of Program Records Clerk is done for the purpose/s of providing clerical support to assigned personnel; communicating information to parents, staff, and truancy court; maintaining complete and accurate records; and providing information and/or direction as requested.

This job reports to Director of Teaching and Learning

Essential Functions

• Answers questions from internal and external parties (e.g. staff, parents, students, public agencies, etc.) for the purpose of providing general information and/or routing inquiries.
• Attends department and/or in-service meetings for the purpose of conveying and/or gathering information required to perform functions.
• Collects data on attendance for the purpose of preparing reports and/or processing forms.
• Maintains manual and electronic documents files and records (e.g. letters, forms, reports, etc.) for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements.
• Maintains inventory of supplies and materials (e.g. forms, office supplies, etc.) for the purpose of ensuring items' availability.
• Monitors students referred for illness or disciplinary action for the purpose of ensuring student welfare and maintaining a secure office environment.
• Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.
• Prepares standardized documents and reports (e.g. form letters , truancy forms, periodic reports, etc.) for the purpose of communicating information to other parties and/or agencies.
• Processes documents and materials (e.g. forms, letters, and reports, etc.) for the purpose of providing required information.
• Researches discrepancies of attendance information and/or documentation for the purpose of ensuring accuracy of attendance data.

Job Requirements: Minimum Qualifications

Skills, Knowledge and Abilities

SKILLS are required to perform multiple tasks using existing skills. Specific skill based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment including using pertinent software applications; preparing and maintaining accurate records.

KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; understand written procedures, write routine documents, and speak clearly; and understand complex, multi-step written and oral instructions. Specific knowledge based competencies required to satisfactorily perform the functions of the job include: concepts of grammar and punctuation; common office machines; and office methods and practices.

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ABILITY is required to schedule activities and/or meetings; gather and/or collate data; and use basic, job-related equipment. Flexibility is required to work with others in a variety of circumstances; work with data utilizing defined and similar processes; and operate equipment using standardized methods. Ability is also required to work with a diversity of individuals; work with similar types of data; and utilize job-related equipment. Some problem solving may be required to identify issues and select action plans. Problem solving with data may require independent interpretation; and problem solving with equipment is limited. Specific ability based competencies required to satisfactorily perform the functions of the job include: communicating with diverse groups; working with frequent interruptions; working as part of a team; maintaining confidentiality; being attentive to detail; meeting deadlines and schedules; adapting to changing work priorities.

Responsibility

Responsibilities include: working under direct supervision using standardized routines; providing information and/or advising others; operating within a defined budget. Utilization of some resources from other work units may be required to perform the job's functions. There is a continual opportunity to have some impact on the organization's services.

Work Environment

The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling, some stooping, kneeling, crouching, and/or crawling and significant fine finger dexterity. Generally the job requires 80% sitting, 10% walking, 10% standing. The job is performed in a generally hazard free environment.

Experience: Job related experience is desired.

Education: High school diploma or equivalent.

Required Testing Certificates and Licenses None Specified None Specified

Continuing Educ. / Training Clearances

None Specified Criminal Justice Fingerprint/Background Clearance

FLSA Status Approval Date Salary Grade

Non Exempt

Revised Date

Program Records Clerk

Spanish speaking preferred