Metro

Knowledge, Skills, and Abilities

• Comprehensive knowledge of desktop computer hardware and software systems, including software products such as Microsoft Office or Google Apps and multi-faceted data or database management systems;
• Thorough knowledge of the processes and procedures used within the department and district-wide;
• Ability to:
  • write grammatically correct routine business correspondence;
  • interact with individuals from diverse backgrounds for different purposes in different contexts;
  • foster a positive and effective working environment and cooperative working relationships;
  • work independently and follow through on assignments with minimal or no direction;
  • set priorities which accurately reflect the relative importance of job responsibilities;
  • perform effectively in environments with workload changes and competing demands with minimal direction;
  • enter accurate data, review for accuracy, and perform functions to develop and create data reports;
  • maintain confidentiality when handling sensitive and personal information;
  • recognize, recommend, and provide input into the implementation process of a more effective method to work operations.
• Working knowledge of mathematical processes and number concepts and perform complex calculations;
• Thorough knowledge of general fund accounting, expenditure tracking, and general business practices to effectively monitor budgets;

Essential Functions

• CORRESPONDENCE:  Formats and types a full range of correspondence such as memos, form letters, reports, agenda notes, etc. from rough draft, transcription, department templates, and/or develops own communication documents to disseminate pertinent information to customers or internal staff.  Proofreads for content.  Edits using knowledge of grammar, punctuation, and spelling;
• FILING:  Designs filing systems.  Organizes and maintains individual and department files (including confidential files).  Oversees the division/site filing organization and able to reach files from the various departments/programs both for staff and student files included;
• REPORT GENERATION/WRITING:  Researches and assembles information from a variety of sources and prepares statistical and/or narrative reports; analyzes information and may make recommendations;
• INTERPERSONAL:  Provides excellent customer service while adhering to departments customer service guidelines.  Answering sensitive elevated issue type phone calls, e-mails, and other correspondence details in a timely and consistent manner.  Acts for supervisor by interpreting established policies and procedures, etc.  Troubleshoots by relieving administrator of as much administrative detail as possible.  Acts for and regularly makes decisions in supervisor’s absence (within prescribed limits of authority);
• SUPPORTING ROLE:  Arranges and coordinates meetings (including space, equipment).  Researches, assembles, and coordinates meeting materials (e.g. charts, graphs, reports).  Makes travel arrangements;
• OFFICE MANAGEMENT:  Authorizes purchases and payments (within prescribed limits of authority).  Completes processes and maintains paperwork for purchasing (e.g. orders, requisitions, invoices, etc.).  Provides input and prepares documentation for division and/or site budget.  Monitors time and attendance issues and substitute oversight.  Coordinates budget control and monitoring.  Designs and initiates new forms and procedures to facilitate workflow.  Ensures that site front office functions smoothly and provides support & training as needed to others.  Performs related duties as required;
• DATA MANAGEMENT/PROOFING:  Manages and enters detailed entry of specific data elements. Types with high degree of accuracy and speed.  Verifies data entered by incumbent or someone else and makes corrections as necessary;  Critically analyzes final products for missing or nonsensical data;
• PROCESSING:  Handling (paper, records, etc.) by systematically organizing them, recording or making notations on them, following up with appropriate action;
• RECORDS MANAGEMENT:  Maintains and updates Document Management System software as well as computer network file environment.  Understands and follows District Records Retention Schedule, record destruction policy and department procedures related to records.  Ensures sensitive information and data privacy documents are either kept or shredded as deemed appropriate;
• SUPPORT/TRAIN/COACH:  Provides direction, guidance, and is the first level of support of troubleshooting for other clericals within the division/site.  Provide support, training, and coaching to staff members and other relevant customers on system related tools and processes as needed;
• INDEPENDENT PROBLEM SOLVER/CRITICAL THINKER:  Uses independent judgment when communicating with internal and external customers.  Requires minimum or no direction from supervisor or others in all job functions. Regularly recognizes, recommends, and provides input into the implementation process of a more effective method to work operations.  Exercises critical thinking when responding to requests and producing/examining processes or documents;
• TECHNOLOGY:  Works with district provided hardware technology and systems using these tools to perform functions of the job.  Shows an aptitude for and an interest in applying technological innovation to their work.  Comfortable with using and learning new skills in areas of technology with minimal support and training.

Knowledge, Skills, and Abilities

• Comprehensive knowledge of desktop computer hardware and software systems, including software products such as Microsoft Office or Google Apps and multi-faceted data or database management systems;
• Working knowledge of the processes and procedures used within the department and districtwide;
• Knowledge of:
  • fund accounting, expenditure tracking, and general business practices to effectively monitor budgets;
  • mathematical processes and number concepts and perform simple calculations;
• Ability to:
  • write grammatically correct routine business correspondence;
  • interact with individuals from diverse backgrounds for different purposes in different contexts;
  • establish and maintain cooperative working relationships;
  • work independently and follow through on assignments with minimal direction;
  • prioritize assignments to complete work in a timely manner;
  • perform effectively in environments with workload changes and competing demands with supervisor direction;
  • enter accurate data, review for accuracy, and perform functions to pull data reports;
  • maintain confidentiality when handling sensitive and personal information;
  • recognize, recommend and be an provide input of the implementation process of a more effective method for work operations;

Essential Functions

The following identifies the primary and essential functions of the position and is not intended to be an exhaustive listing of all duties. Some functions listed may be more prominent than others based on the specific clerical function for a division/site.

CORRESPONDENCE: Formats and types a full range of correspondence such as memos, form letters, reports, agenda notes etc. from rough draft, transcription, department templates and/or develops own communication documents to disseminate pertinent information to customers or internal staff. Proofreads for content. Edits using knowledge of grammar, punctuation and spelling;

FILING: Designs filing systems. Organizes and maintains individual and department files (including confidential files);

REPORT GENERATION/WRITING: Compiles and generates reports from a variety of sources. Prepares narrative or statistical reports, exercising judgment in the selection of items to be included;

INTERPERSONAL: Provides excellent customer service while adhering to departments customer service guidelines. Answers routing phone calls, e-mails, and other correspondence details in a timely and consistent manner. Provides advice to callers regarding district policy and procedures (e.g. citing a regulation to solve a specific problem). Coordinates with others both within and outside of the organization on a variety of non-routine matters;

SUPPORTING ROLE: Arranges and coordinates meetings (including space, equipment, and any food arrangements). Researches, assembles and coordinates meeting materials (e.g. charts, graphs, reports). Makes travel arrangements;

OFFICE MANAGEMENT: Maintains an inventory of supplies and equipment. Orders supplies when necessary. Completes processes and maintains paperwork for purchasing (e.g. orders, requisitions, invoices, etc.). Maintains employee time and attendance records. Assists in preparing and monitoring the office budget (e.g. compiles figures, reviews statistical reports, verifies expense items). Designs and initiates new forms and procedures to facilitate workflow. Performs related duties as required;

DATA MANAGEMENT/PROOFING: Manages and enters detailed entry of specific data elements. Types with a high degree of accuracy and speed. Verifies data entered by incumbent or someone else and makes corrections as necessary;

PROCESSING: Handling (paper, records, etc.) by systematically organizing them, recording or making notations on them, following up with appropriate action;

RECORDS MANAGEMENT: Maintains and updates Document Management System software as well as computer network file environment. Understands and follows District Records Retention Schedule, record destruction policy and department procedures related to records;

SUPPORT/TRAIN/COACH: Provide support, training and coaching to staff members and other relevant customers on system related tools and processes as needed.

INDEPENDENT PROBLEM SOLVER/CRITICAL THINKER: Uses independent judgment when communicating with internal and external customers. Requires minimum supervision and direction on day to day tasks. Regularly recognizes, recommends and provides input into the implementation process of a more effective method to work operations.

TECHNOLOGY: Works with district provided hardware technology and systems using these tools to perform functions of the job. Shows an aptitude for and an interest in applying technological innovation to their work. Comfortable with using and learning new skills in areas of technology with support and training.