About this role
DEFINITION The Clerical Specialist performs a variety of administrative, clerical, and school office support duties within a SECEP program office located at a SECEP center or Central Office. This position serves as an important resource in supporting daily school operations, staff, students, and families. The position requires professionalism, strong organizational skills, attention to detail, and strict confidentiality when handling student, staff, and organizational information. Work is performed in accordance with established procedures, departmental policies, and applicable regulations. The following duties represent the essential functions of the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. SUPERVISION Work is performed under the general supervision of the Principal and School Office Manager. ESSENTIAL DUTIES AND RESPONSIBILITIES
• Provides professional and courteous customer service to students, parents/guardians, staff, and visitors.
• Answers incoming telephone calls; responds to inquiries, forwards calls, and takes messages as appropriate.
• Provides administrative assistance and back-up support to the School Office Manager and program staff.
• Prepares reports, correspondence, forms, and routine documents; enters, updates, and maintains accurate information in electronic systems and databases.
• Maintains confidential student records and files in accordance with SECEP procedures and applicable confidentiality requirements.
• Maintains accurate student attendance records; processes attendance documentation; issues tardy and absentee passes; prepares attendance correspondence; and communicates with parents/guardians regarding attendance concerns.
• Reviews, sorts, and distributes incoming mail and correspondence to appropriate recipients.
• Prepare materials for student check in and enrollment.
• Processes teacher requests for supplies; maintains inventory of classroom and custodial supplies; and assists with ordering and restocking as needed.
• Prepares lunch reports and distributes information to appropriate personnel; assists with lunch distribution and related duties as needed.
• Maintains accurate and confidential records related to medication administration in accordance with established procedures.
• Maintain and distribute staff radios, keys, and identification badges.
• Maintain and update daily student attendance records.
• Monitor student absences daily.
• Create mailing labels through Synergy for school correspondence.
• Notify appropriate staff when student absences reach ten (10) consecutive days.
• Follow required processes and procedures for students who exceeded fifteen (15) consecutive absences.
• Provides copying, laminating, scanning, and document preparation support for teachers and staff according to site guidelines.
• Assists teachers, education specialists, and administrators with the preparation of instructional materials and other program-related needs.
• Utilizes office technology, including computers, databases, and Microsoft Office applications, to complete assigned responsibilities.
• Supports a positive, professional, and student-centered school environment.
• Performs additional duties as assigned.
REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES
• Knowledge of general office procedures, practices, equipment, business English, and office terminology.
• Knowledge of records management practices and the importance of maintaining confidentiality.
• Operate computers, standard office equipment, and related technology.
• Accurately enter, retrieve, and maintain information using electronic systems and databases.
• Prepare routine correspondence, reports, and documents from general instructions.
• Proficiency in Microsoft Office applications, including Word and Excel.
• Ability to maintain accurate records and prepare routine reports.
• Ability to organize work, prioritize responsibilities, and meet deadlines.
• Ability to communicate effectively and professionally with students, parents/guardians, staff, and the public.
• Ability to maintain confidentiality and exercise appropriate judgment when handling sensitive information.
• Ability to work collaboratively and establish positive working relationships with others.
• Performs additional duties as assigned.
MINIMUM EDUCATION, TRAINING, AND EXPERIENCE REQUIREMENTS Graduation from high school or equivalent required. One year of experience working in a school office setting. Coursework in office practices, business, technology, or related areas preferred. An equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities may be considered. PHYSICAL ATTRIBUTES Work is performed primarily in a school or office environment. Physical requirements include the ability to perform routine office and school-related activities such as sitting, standing, walking, bending, reaching, and occasionally lifting or carrying light items. Must be able to lift at least 5 pounds. To be considered for this position, all applicants must submit a resume, three (3) professional references, and transcripts (if applicable). SECEP is a regional public school serving the Southside Hampton Roads Community. The organization provides a formal structure through which the participating school systems can plan and operate programs for children with special needs.