Position Type:
Secretarial/Clerical

Date Posted:
9/21/2021

Location:
Admin Special Education

Closing Date:
09/28/2021

School/Location

DEPARTMENT/OFFICE: Office of Specialized Instruction (Sp. Ed. Office)
TITLE: Records Clerk
LOCATION: 797 Westminster Street - Administration Building 2nd Floor
HOURS: 8:30 am - 4:30 pm

Group 3 12 Month 1339 Union Position

The Records Clerk assists the Executive Director of Special Education in the management, storage, organization and archiving of special education records within the Special Education Office. This position will have complete knowledge of all aspects of the Special Education Office procedures and policies as they pertain to record keeping and services

***Accommodations for virtual interviews will be made during this hiring season, please apply***

THIS POSITION REPORTS TO THE EXECUTIVE DIRECTOR OF SPECIAL EDUCATION

Roles & Responsibilities

This position is responsible for the retrieving, filing, maintaining researching, transcribing, archiving, storing and forwarding special education records for all students enrolled in Providence Public Schools.

DUTIES as required:

• Basic Duties (see reverse- as required)Public Relations-working with parents, students, other school districts and government agenciesSending records to PPSD staff, parents, students, and other school districts upon requestMaintaining an organizational log to monitor distribution of recordsEnsuring that records are stored in an organized mannerArchiving records through scanning and/or other digitalization methodsOverseeing and ensuring legal compliance with record disposalAssisting in the creation of a district-wide records processAssist in any aspect of the departmental operation whenever necessary

QUALIFICATIONS:

• Must have excellent secretarial skills, including typing, filing, and records maintenanceMust have excellent written and oral communication skills, including excellent English grammar, usage and spelling and punctuation skillsExcellent interpersonal skills and the ability to maintain composure and professionalism in a fast-paced and demanding environmentMust be proficient, or willing to attain proficiency, in various software applications used to maintain electronic records including Microsoft Office Suite, (Outlook, Access, Excel and Word), Google, Powerschool and Lawson and any other programs or databases as neededMust be proficient in use of standard office equipment, including facsimile, copiers, scanning, calculators, telephone system and desktop computer

PUBLIC RELATIONS

• Telephone - in-house (intercom), walkie-talkie. Receive and route calls appropriately.Correspondence - receives and routes mail, packages. Prepare correspondence; forward accordingly (notices, grievances, and reports): State, Local and Federal, Use of Building, Health and Safety, Incident/Accident, School/Staff/Parent Notices, Fire Drills and Inspections, Proposals).Maintain up-to-date filing system: Staff directory, phone listing, student recall listings, waiting lists, weekly, monthly, quarterly, annual reports, School Board Agendas.Maintain appointment/meeting calendars/schedules: Building, teacher, parent groups, visitors, workshops, etc.Greet and assist all visitors in a positive manner.

BUDGET

• Ledger activity associated with balances, spreadsheets & word processing computer application.Updating and distribution of budget reports.Researching data for preparation of requisitions, typing requisitions.Maintain purchase order file, receiving copies, invoices, packing slips.Direct payments, route for payment in a timely fashion.Assist Administrator/Principal/Director in preparation of annual budget.Typing administrative draft - tabulations/calculations.Maintain inventory of office materials, supplies, B5 in stock supplies, books, postage, health and athletic supplies.Mileage: Type monthly mileage on appropriate forms with direct payment for reimbursement including staff travel expenses and cab vouchers.

PAYROLL

• Prepare/maintain weekly, biweekly, hourly payrolls for administrators, teachers, clerks, aides, etc., relative to regular payroll, overtime, workshops, coverage, breakfast program, in-house coverage, etc., as it applies to the job area.Maintain leave forms, name/address forms, vacation requests, certifications and renewals, etc. for attendance reporting and recordkeeping of payroll. Sort and distribute checks.

COMPUTER

• SCHOOLS: Daily attendance, registers, bulletins, via mainframe hook-up or independent system.OFFICES: As required/established.

STUDENT PROCESSING
(Key: E=Elementary, M=Middle, H=High, G=Guidance, ALL=E, M, H, & G)

• E-M-H - Suspensions/Parent Conferences, Referrals, Incident Reports.E-M-H - A-8's, Sign-in Books, Sign-out Books, Accident Reports.E-M-H - Reading Folders, Special Ed Folders, Home Instruction Registers.E-M-H - Nurse, Social Worker, Human Relations Specialists Visits.E-M-H - Transportation-Passes, Field Trips.E-M-H - Minority/Majority and Pupil Enrollment Reports.E-M-G - Health Cards, Rosters (Quarterly), Student Transaction Sheets.E-M-G - Scheduling, Deficiencies, Grade Reporting, Report Cards.E-M-G - Repeat/Failure Notices, Non-promotional Notices.E-M-G - Tracer Cards including restrictions, Home Language Survey.E-G - Registration, Elem. Only, Forwarding PR Cards, End of Year.E-M - Recall lists, (closed classes).H-G - Athletics, College Info: Reference Letters, Transcripts.M-H - Locker Assignments - Student ID Cards.ALL - PR Cards, Scheduling Cards, Attendance, Exiting Students.ALL - Testing: Placement and Scores Excused Early Slips.
  ALL - Late Slips, Transfer Cards, Student Incentive Programs.

Salary Rate Range
$33,482.00 - $40,296.00

Qualifications

• High School Diploma or GED Diploma requiredCollege degree from an accredited educational institution preferredMust have passed the appropriate clerical testProven office management, administrative or assistant experienceExcellent time management skills and ability to multi-task and prioritize workAttention to detail and problem solving skillsExcellent administrative supports skills, including typing, word processing, filing and records maintenanceExcellent written and oral communication skills, including excellent English grammar, usage, spelling and punctuation skillsProficient, or willing to attain proficiency, in various software applications used to maintain electronic records including Microsoft Office Suite (Outlook, Access, Excel and Word), the Lawson H.R. Information System; AESOP System PATS System; RIDE data based systemAdept in the use of standard office equipment, including facsimile, copiers, calculators, telephone system and desktop computerMust have the knowledge and skills to build positive relationships with people from diverse populationsCommitment to the mission and vision of PPSD and the relevance of job functions to that mission and vision

SPECIAL REQUIREMENTS:
In addition to meeting the education, training, and experience standards:

• Must be confidentialMust possess and consistently model excellent interpersonal and customer service skills and the ability to maintain composure in a fast-paced and demanding environment.