Clerical Representative Jobs (NOW HIRING)

ROCKFORD PUBLIC SCHOOL DISTRICT #205
Job Description
Job Title: Substitute Clerical Support
Department: Various- All Schools and Departments
Supervisor: Human Resources
Date: June 17, 2024
FLSA Status: Non-Exempt
Compensation Range: $15.75 - $18.79

PURPOSE OF THE POSITION: Provides direct clerical support to buildings or departments when the regularly assigned Office Professional is absent, a position is vacant or when special projects require additional staff. Skills and duties may vary depending on the type of assignment but may include any/all of the duties listed below.
SUPERVISORY RESPONSIBILITIES: None
DUTIES AND RESPONSIBILITIES:  To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required. In addition to the requirements listed below, regular attendance is an essential function of this position.
 

1. Ensures that all actions are in concert with the Board policies as well as the mission statement, beliefs, objectives, and parameters found in the Board's strategic plan.
2. Participates in job training and professional growth opportunities in order to enhance ability to perform the essential functions of the job.
3. Performs other related duties as assigned for the purpose of ensuring an efficient and effective work environment.
4. Interacts with public and employees in routine situations which require tact, discretion and courtesy.
5. Processes district documents including field trips and requests for leaves.
6. Timely and accurately compiles and enters data into various computer programs/systems.
7. Maintains accurate records, files, lists, information and inventories.
8. Compiles and processes and/or analyzes information and data from various sources.
9. Conducts records management in accordance with state and district guidelines.
10. Accesses confidential information such as student records, attendance and discipline referrals with discretion, as needed.
11. Provides accurate information regarding policies and procedures related to the department or school district.
12. Monitors information regarding payroll, budgets, and purchase order inputs and processing.
13. Tracks and balances budgets/department expenditures if applicable.
14. Prepares, develops, creates and distributes reports, documents, and correspondence accurately and efficiently for distribution.
15. Conducts records management in accordance with state and district guidelines.
16. Specialized areas of responsibility related to payroll, finance, purchasing, and administrative duties.
17. Coordinates events and/or information such as graduation, schedules, class lists, and requests for leave.
18. Assumes responsibility for accounts including financial recordkeeping and account reconciliation.
19. Coordinates information regarding substitutes, transcripts, registration and enrollment.
20. Processes fees, payments, purchase orders and documents related to the building or department.
21. Processes documents related to the building or department including payroll, budgets, and purchase orders.
22. Prepares, develops, creates and distributes reports, documents, and correspondence accurately and efficiently for distribution for building or department administration, building or department matters and public information.
23. Provides back-up and assists other Office Professionals as may be required for the purpose of supporting them in the completion of their work activities.

 
QUALIFICATIONS: High School Diploma or GED.  Experience operating general office equipment including but not limited to scanner, fax machine, computer, printers and copiers, VOIP phone system preferred. Working knowledge of specialized computer programs including full Microsoft Office package, InTouch, eSchool/PowerSchool and other financial software is helpful. 
KNOWLEDGE, SKILLS, AND ABILITIES:

1. Ability to demonstrate qualities aligned to our core values of Character, Communication, Collaboration and Continuous Improvement.
2. Ability to communicate and interact with staff and co-workers in a professional manner.
3. Demonstrates appropriate decision making in support of or in absence of supervisor.
4. Proficiency in specialized computer programs.
5. Demonstrates positive customer service skills
6. Demonstrates confidentiality
7. Ability to prioritize tasks
8. Demonstrates organizational skills
9. Utilizes excellent verbal and written communication skills as well as professionalism to employees and public
10. Ability to multi-task and work independently in a fast-paced environment. 
11. Working knowledge and willingness to learn and become proficient on computer programs/applications

Benefits: This is not a benefits-eligible position.
WORK CALENDAR: 12 Months
WORKING CONDITIONS:  Substitute Clerical staff will work on an as needed basis in various buildings. Moderate in-district travel as well as intermittent in-state and out-of-state travel.  Intermittent prolonged and irregular hours of work.
OTHER: This job description describes duties and responsibilities which are representative of the nature and level of work assigned to the position. The identified duties and responsibilities are intended only as illustrations of the various types of work that may be performed. The omission of specific duties does not exclude them from the position. 
The job description does not constitute an employment agreement between the school district and employee and is subject to change by the school district as the needs of the school district and requirements of the job change.
Physical Aspects of the Position (Select all that apply)
       1. - Climbing - Ascending or descending ladders, stairs, scaffolding ramps, poles and the like, using feet and legs and/or hands and arms. Body agility is emphasized. 2. - Balancing - Maintaining body equilibrium to prevent falling when walking, standing or crouching on narrow, slippery or erratically moving surfaces. 3. - Stooping - Bending body downward and forward by bending spine at the waist. 4. - Kneeling - Bending legs at knee to come to a rest on knee or knees. 5. - Crouching - Bending the body downward and forward by bending leg and spine. 6. - Crawling - Moving about on hands and knees or hands and feet. 7. X Reaching - Extending hand(s) and arm(s) in any direction. 8. X Standing - Particularly for sustained periods of time. 9. X Walking - Moving about on foot to accomplish tasks, particularly for long distances. 10. X Pushing - using upper extremities to press against something with steady force order to thrust forward, downward, or outward. 11. X Pulling - Using upper extremities to exert force in order to draw, drag, haul or tug objects in a sustained motion. 12. X Lifting - Raising objects from a lower to a higher position or moving objects horizontally from position to position. This factor is important if it occurs to a considerable degree and requires substantial use of upper extremities and back muscles. 13. X Finger use - Picking, pinching, typing or otherwise working, primarily with the fingers rather than the whole hand or arm as in handling. 14. X Grasping - Applying pressure to an object with the fingers or palm. 15. X Talking - Expressing or exchanging ideas by means of spoken word. Those activities in which you must convey detailed or spoken instructions to other workers accurately, loudly, or quickly. 16. X Hearing - Perceiving the nature of sounds. Ability to receive detailed information through oral communication, and to make fine discriminations in sounds such as when making fine adjustments on machinery. 17. X Repetitive Motions - Substantial movements (motions) of the wrist, hands, and/or fingers.       
The Physical Requirements of the Position (Select one)
       1. X Sedentary Work - Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, push, pull or otherwise move objects, including the human body. Sedentary Work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met. 2. - Light Work - Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. If the use of arm and/or leg controls requires exertion of force greater than that for sedentary work and the worker sits most of the time, the job is rate for Light Work. 3. - Medium Work - Exerting up to 50 pounds of force occasionally, and/or up to 20 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects. 4. - Heavy Work - Exerting up to 100 pounds of force occasionally, and/or up to 50 pounds of force frequently, and/or up to 20 pounds of force constantly to move objects. 5. - Very Heavy Work - Exerting in excess of 100 pounds of force occasionally, and/or in excess of 50 pounds of force frequently, and/or in excess of 20 pounds of force constantly to move objects.       
The visual acuity requirements including color, depth perception and field of vision   (Select all that apply)
       1. X Machine Operations - inspection, close assembly, clerical, administration. This is a minimum standard for use with those whose work deals largely with preparing and analyzing data and figures, accounting, transcription, computer terminal, extensive reading, or visual inspection. 2. - Mechanics - Skilled tradespeople - This is a minimum standard for use with those whose work deals with machines such as power tools, lathes, and drills. 3. - Mobile Equipment - This is a minimum standard for use with those who operate cars, trucks, forklifts, cranes, and high equipment. 4. - Other - This is a minimum standard based on the criteria of accuracy and neatness of work for janitors, sweepers, etc.       
The Conditions the Worker will be subject to in this position (Select all that apply)
       1. X The worker is subject to inside environment conditions. 2. - The worker is subject to outside environment conditions. 3. - The worker is subject to extreme heat or cold for periods of greater than one hour. 4. - The worker is subject to noise which would cause them to have to shout. 5. - The worker is subject to hazards: Includes a variety of physical conditions, such as proximity to moving mechanical parts, electrical current, chemicals, etc.