Substitute Clerical

Position Title:

Sub Clerical

Job #:

702

Shift Length:

8 Hours

Starting Pay: TBD

Position Summary:

The Substitute Clerical position provides high-level administrative and clerical support to the building principal and serves as the central hub of daily school operations. This position is responsible for organizing and executing a wide range of confidential secretarial, clerical, and office management functions to ensure the efficient and professional operation of the school office.

Essential Functions:

• Serve as the primary point of contact for the school office; receive, screen, and respond to internal and external inquiries; provide information regarding school and district policies, procedures, and programs; direct inquiries appropriately.
• Provide comprehensive administrative support to the principal, including calendar management, scheduling meetings and appointments, coordinating events, and preparing materials and facilities as needed.
• Draft, format, type, proofread, and distribute correspondence, reports, presentations, memos, and other documents; compose routine communications independently.
• Maintain confidential student, staff, and school records in compliance with district policies, state and federal regulations (e.g., FERPA); manage filing systems and databases with accuracy and discretion.
• Manage and track deadlines, projects, and required reports; proactively alert administrators and staff to timelines and deliverables.
• Utilize district technology systems and software (e.g., student information systems, HR/payroll platforms, Google/Microsoft applications, communication tools) to maintain records, generate reports, process forms, and support daily operations.
• Remain current on evolving office technologies and digital tools to improve efficiency and effectiveness of school operations.
• Prepare requisitions, purchase orders, vouchers, and budget-related documentation; monitor expenditures and maintain accurate financial and payroll-related records as assigned.
• Receive, distribute, and reconcile petty cash and other school funds in accordance with district procedures.
• Monitor office supply inventory and order materials as needed to ensure uninterrupted operations.
• Coordinate travel arrangements and track related documentation and expenses when applicable.
• Perform general office functions including opening and distributing mail, copying, scanning, sending/receiving communications, greeting visitors, and maintaining a professional and welcoming front office environment.
• Support school-based operational functions that may include human resources processes, substitute coordination, attendance reporting, enrollment support, and special program or magnet school requirements.
• Maintain postings, displays, communications boards, and website or digital updates as assigned.
• Collaborate effectively with students, families, staff, and community partners to ensure responsive customer service and positive school relations.
• Participate in and complete all required district and state-mandated trainings, certifications, and professional development, including safety, compliance, and technology-based trainings.
• Perform other duties and responsibilities as assigned to support the efficient operation of the school. •

Knowledge, Skills, and Abilities:

• Thorough knowledge of modern office practices, procedures, and standard administrative operations within a school or educational environment.
• Strong command of business English, grammar, spelling, punctuation, and professional written and verbal communication skills.
• Proficiency in mathematics sufficient to accurately perform basic accounting functions, reconcile funds, and prepare financial or budget-related documents.
• Working knowledge of office management principles, recordkeeping systems, and organizational best practices.
• Demonstrated proficiency in current technology platforms, including student information systems, HR/payroll software, Google/Microsoft Office applications, databases, and general office equipment.
• Ability to learn and adapt quickly to new technologies, digital systems, and evolving district processes.
• Ability to maintain accurate, detailed, and confidential records and prepare reports from complex data sets.
• Ability to interpret, apply, and clearly explain district policies, procedures, rules, and regulations to staff, students, families, and community members.
• Ability to prioritize multiple tasks, meet deadlines, and manage interruptions in a fast-paced school environment.
• Ability to exercise sound judgment, discretion, and professionalism when handling sensitive or confidential information.
• Strong organizational, problem-solving, and decision-making skills with attention to detail and accuracy.
• Ability to establish and maintain positive, collaborative working relationships with administrators, staff, students, families, and the public while providing excellent customer service.
• Ability to work independently with minimal supervision and as an effective member of a team.

Experience:

• Minimum of three (3) years of progressively responsible clerical, administrative, or secretarial experience, preferably in a school or educational setting.

Education:

• High school diploma or equivalent required; additional coursework, certification, or training in business administration, office management, or a related field preferred.

Physical Requirements:

• Must be physically able to operate a motor vehicle
• Must be able to exert up to 10 pounds of force occasionally, and/or a negligible amount of force constantly to lift, carry, push, and pull or otherwise move objects, including the human body
• Light work usually requires walking or standing to a significant degree

Working Conditions and Environment:

• Work is routinely performed in a typical interior/classroom environment
• Very limited or no exposure to physical risk

Disclaimer:

The information contained in this job description is for compliance with the Americans with Disabilities Act (ADA) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.