Middle Level School Clerk- TEST Announcement

Saint Paul Public Schools
St. Paul, MN, US

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Required Qualifications:
Five years of clerical experience, at least three years of which must have been as a Clerk-Typist 2 or equivalent at an elementary or secondary school, or as a Clerk-Typist 3 or equivalent.

Knowledge, Skills, and Abilities

  • Considerable knowledge of office procedures, practices and policies.
  • Considerable knowledge of school and District policies and procedures.
  • Considerable knowledge of software packages, including word processing, spreadsheet and data base and student information system software.
  • Considerable knowledge of good customer service techniques, including how to de-escalate anger and hostility.
  • Working knowledge of first aid.
  • Some knowledge of child abuse law reporting requirements and procedures.
  • Considerable skill in operating a microcomputer, computer terminal and typewriter with speed and accuracy.
  • Considerable ability to interact effectively with students, parents, teachers, other school personnel and the general public representing diverse cultural, ethnic and socioeconomic backgrounds.
  • Considerable ability to determine priorities and to plan, coordinate and organize work and to respond appropriately when several tasks demand attention simultaneously.
  • Considerable ability to maintain school bookkeeping and budget records and to make arithmetic computations with speed and accuracy.
  • Working ability to follow complex oral and written instructions.



The listed examples may not include all the duties performed by all positions in this class.

-Provides clerical and routine administrative support to the principal, assistant principal and other school staff members as appropriate, including word processing and/or typing correspondence, records, newsletters, instructional materials, contracts, and Board Agenda items; distributing out-going correspondence; sorting and distributing incoming mail; opening principal's mail and prioritizing or filing; responding to routine correspondence as appropriate; scheduling meetings and ordering refreshments.

-Answers telephone calls and receives visitors; determines nature of business; supplies information or responds to complaints; routes calls and takes messages; checks in visitors by providing them with a badge and providing directions; prioritizes principal's telephone messages and responds whenever possible.

-Supervises clerical staff; plans and assigns day-to-day work; reviews and approves work; provides feedback on performance; interviews job candidates and makes recommendations to principal; trains new employees; arranges for temporary clerical assistance as needed.

-Serves on committees relating to budget allocations; establishes, maintains, monitors and balances school budgets and special funds; maintains petty cash records, pays bills and balances checkbook; completes requests for payment; reallocates unspent line items; maintains records of travel expenses and travel request reimbursements; audits budget reports and reconciles problems; provides monthly budget reports to the Business Office and department chairs as appropriate; collaborates with the principal and bursar on intra-school accounts; receives and secures bursar funds from individual departments; participates in audits as necessary.

-Prepare reports (e.g., desegregation, staffing, extra-curricular time reports, OSHA, Workers Compensation) as required by administration.

-Develops and maintains payroll databases; maintains employee time, attendance and other payroll records; submits them to the District Payroll Department each pay period; distributes payroll checks; maintains records of leaves-of-absence; submits supplemental pay form as necessary; calculates and processes pay for teachers who perform cafeteria and/or lunch room supervision.

-Maintains bus schedules and route maps for the building; maintains database of students and assigned bus numbers; coordinates bus scheduling with the Transportation Department and notifies the department regarding new students who require bus transportation, when a new bus stop is required,
when students require a bus schedule change and related issues; contacts the Transportation Department to check on late buses or other transportation problems; responds to transportation complaints received at the school; takes reports on bus accidents and contacts family if necessary; works with the Transportation Department, bus companies and Saint Paul Police Department to resolve disputes or obtain restitution for property damage; informs parents and teachers of bus changes; assists parents to locate corners where buses stop; maintains records of bus routes and stops; orders field trip buses.

-Makes recommendation for school purchases; develops and initiates cost saving measures; and orders supplies and equipment for the school; verifies that items have been received and distributed as appropriate; notifies vendors if an item must be returned; completes property control sheets for maintaining records of school property; maintains records of warranties or guarantees. Maintains lock box for building keys; ensures that keys are issued appropriately to maintain building security; requests keys to be made as necessary.

-Reviews information from the Substitute Management System daily; signs in substitute teachers and provides them with information about the assignment; checks with substitute desk to find teachers out that day; provides assistance with finding coverage by contacting teachers to cover within the building according to plan established by the principal; completes reports related to staff absences and the use of substitute teachers.

-Processes building permits; serves as contact for persons needing space in the building. Contacts custodians when special clean-up projects are required, for room setup and special equipment needs.

-Serves as contact for the Parent Link/Voice Mail System; trains staff in the use of the system and ensures that the system is functioning correctly.

-Ensures that office machines (e.g., copiers, fax, laminator, binder, etc.) are in operational order; calls for service on machines as necessary; demonstrates how to use machines to other school staff; records and sends in monthly copy counts.

-Provides initial response to sick or injured children when a school nurse is not present including contacting parents or calling 911 in emergency situations; administers medications as provided by the school nurse.

-Assists administrative staff with developing schedules for students, teachers and other staff as appropriate; organizes Parent/Teacher Conference nights.

-Develops schedule for school pictures; ensures that picture company contract is followed.

-Maintains staff database, including employee emergency information; processes and issues schedules relating to school operations (e.g., hall duty, preptime and lunchroom coverage).

-Maintains emergency preparedness information, including fire, tornado and bomb emergency plans; maintains school floor plan and updates class schedule.

How To Apply


To be considered further, please apply for this position and attach a resume and cover letter to your online application.

The Human Resource Department will review your application materials and contact you regarding the next steps.

To attach additional documents to your online application, click on the "Additional Attachments" link from the applicant homepage and upload your documents as attachments. Valid file extensions for attaching a document include .doc, .txt, .rtf, and .pdf.

General Information


A civil service eligible list will be created from this posting and remain in use for all Elementary School Clerk - 11 mo vacancies that occur in this title for a year from the date of the exam. Eligible candidates will be notified of the testing date via e-mail after applicants have been screened for minimum qualifications.


Five years of clerical experience, at least two years of which must have been as a Clerk-Typist 2 or equivalent at an elementary or secondary school, or as a Clerk-Typist 3 or equivalent.



A civil service test will be administered to create an eligible list of candidates for this classified civil service position. Once created, the list will be used for Elementary School Clerk vacancies that may occur for one year or until the list is exhausted.

The test will be administered after the job posting closes and all applications are screened. You will be notified by Human Resources of the test via email.

EXAMINATION: This test is available for promotional and open entrance candidates.

Practical Exam.......................................Weight 100%

You will be notified of the results of the Written examination through email. Candidates who pass the examination with a score of at least 75% may be contacted regarding an interview with the hiring manager.

Essential Functions


Essential functions are job duties that the individual holding the position must be able to perform unaided or with the assistance of a reasonable accommodation through the Americans with Disability Act (ADA) and the Americans with Disability Amendments Act (ADAAA). The essential functions are typical duties as outlined under Responsibilities.

Regular and reliable attendance.

May be exposed to various cleaning products.

Equal Employment Opportunity


Saint Paul Public Schools is an equal opportunity employer and supports an inclusive workplace environment.

Equity Statement


SPPS is committed to an equitable workforce where all employees represent this commitment through equitable practices in their job position.

Pay,Benefits, & Work Schedule


This is a 11 month position working 40 hours per week.

Salary and benefits are in accordance with the AFSCME negotiated labor agreement. The labor agreement and salary schedule can be found at https://www.spps.org/Page/33566 .

Benefits are available to new employees after 30 days of active employment. Benefits include medical insurance, life insurance, sick leave, pension plan, tax-free retirement account, and flexible spending account. Some employee groups also receive vacation, dental insurance and disability insurance. A benefits summary is available at https://www.spps.org/Domain/13220 .

Other Information


Transcript - Unofficial transcripts are accepted at the time of hire. You must submit official transcripts within 30 days of your start date. Formal credential evaluation is required for post-secondary education completed outside of the United States.

Veteran's Preference - If you are an eligible veteran applying for a job where veteran's preference applies and wish to claim Veterans Preference you must submit a legible copy of your DD214 to the Human Resource Department with your employment application. If your claim is approved, five or ten additional points will be added to your final passing score.

Criminal Background Investigation and Reference Checks - Reference checks and a criminal background investigation will be completed as a condition of hire for all new employees and for former employees who have not been employed by the District for more than six months.

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