Guidance Clerk (Reception) @ IHS (FT 10 Month)-Office Clerk III

West Irondequoit Central School District•Rochester, NY

8d•Onsite

About The Position

Performs a wide variety of clerical duties in the High School Counseling Center which requires an understanding of department methods, procedures, and objectives. This position is responsible for the independent performance of clerical duties requiring a moderate degree of decision-making. The use of a personal computer for word processing and database entry and manipulation is an integral part of this position. The work is performed in accordance with well-defined objectives, policies and procedures, but detailed instructions are given for new or difficult assignments. The work is typically submitted in its final form and is subject to general review by superiors. The employee reports directly to, and works under the general supervision of, a higher-level staff member.

Requirements

Ability to perform a variety of clerical tasks which will assist students and counselors, such as filing and organizing; light typing; answering telephones; distributing passes/messages and mail to students and counselors; processing applications for scholarships; sending NCAA transcripts; Summer School support for counseling center.
Eligible for Monroe County Civil Service Clerk III (competitive title). (Must have taken exam and be on the current eligibility list or hold the Office Clerk III title) or eligible for Office Clerk III (non-competitive title-no examination required)
Good knowledge of office terminology, practices, procedures, and equipment;
good knowledge of business arithmetic;
good knowledge of English grammar and punctuation;
good knowledge of the techniques involved in record keeping;
ability to utilize a personal computer for word processing, database entry, spreadsheets, and other related computer software;
ability to maintain a filing system;
ability to work with forms;
ability to prepare and type written communications, arithmetic and standardized reports;
ability to operate standard office equipment;
ability to acquire familiarity with departmental or agency organization, laws, policies, and regulations;
ability to understand and carry out relatively complex oral and written instructions;
ability to communicate orally and in writing;
ability to deal with the public;
good judgment;
physical condition commensurate with the demands of the position.
Graduation from high school or possession of an equivalency diploma, plus EITHER: (A) Successful completion of at least thirty (30) credit hours from a college or university; OR, (B) One (1) year paid full-time or its part-time equivalent office clerical or secretarial experience; OR, (C) An equivalent combination of education and experience as defined by the limits of (A) and (B) above.
If you are appointed, you will be required to possess a valid license to operate a vehicle in New York State or otherwise demonstrate your capacity to meet the transportation needs of the position.

Nice To Haves

Backup to Records Clerk and for college applications/scholarships.

Responsibilities

Coordinate workflow for the department and special project.
Answer switchboard, take messages, and transfer calls.
Greet and direct incoming visitors.
Interface with students, screen, and respond to questions prior to referring to counselors, make appointments.
Provide secretarial support for counselors, i.e., register counselors for conferences, and do appropriate paperwork, type recommendations/agendas/letters/calendars/ student ID letters/presentations, divide interim reports and information sheets for counselors, call students from classes.
Preparation and distribution of PPS agendas, note taking during meetings, distribution of meeting minutes, and maintains database for referrals.
Update 504 plans and database.
Distribute 504 plan to teachers and mail to parents with cover letter.
Distribute state testing forms to teachers and maintain a binder for staff to access.
Create Web pages for the department and update them on a weekly basis.
Create forms and databases (504's, summer school and work permits, etc.)
Generate progress reports, homework requests, home instruction requests.
Prepare all work permits for the district, maintaining database and log.
Generate purchase orders, maintain inventory & supplies.
Computer assistance for staff.
Assist teachers (locating students, phone numbers, and addresses).
Locate and send passes for students. (Student of the Month, appointments).
Coordinates the enlargement process with BOCES for visually impaired students.
Assist with the summer school and summer institute registration process.
Maintain database of summer school and summer institute of attendee's and grades.
Schedule meetings, reserve rooms.
Generate requests for maintenance and repairs.
Gather, advertise, and distribute forms and information for Drivers Education.
Write and distribute advertisements on behalf of Irondequoit residents for student jobs.
Review and disburse mail.
Organize/create file folders.
Maintain Counseling Center bulletin boards.
Prepare all mailings and meeting packets for the department ï¿½ failure letters, tutor mailings, parent letters, group seminars, information nights, etc.
Create course selection reports for parents via mail merge with Infinite Campus.
Accountable for knowing where all counseling center staff and faculty are at all times.
Provide secretarial support for Special Testing Coordinator, School Psychologist, Social Worker, and Youth Counselor.
Backup to Records Clerk and for college applications/scholarships.
Perform other duties as assigned.
Prepares and formats legal documents, certifications, authorizations, forms, and other related paperwork;
Enters and extracts data and information from a database;
Posts and maintains moderately difficult records requiring general knowledge of department or agency functions;
Processes applications, prepares permits and licenses, collects fees, issues receipts, and accounts for monies received;
Processes paperwork relating to areas such as payroll, workers' compensation forms, and accident/incident reports;
Types materials from copy, rough draft, or other instruction;
Prepares and types correspondence on matters where policy and procedures are well-defined;
Reviews lists, documents, and applications for completeness and accuracy;
Compiles, prepares, types, and reviews data for completeness and accuracy;
Performs searches for information in documents, records, files, and computer databases;
Maintains databases;
Obtains and gives out information by telephone, correspondence, or in person;
Orders and distributes office supplies and maintains records of expenses;
Operates standard office machines such as a computer, copier, and fax machine;
Guides other clerks in the performance of routine phases of their work;
Maintains filing systems.