Education Support Clerk

IMPORTANT NOTE TO APPLICANT- Required Attachments to be considered: Cover letter, resume, three current professional letters of recommendation, and college transcripts, if applicable. Please prepare your attachments as follows: With the cover letter attachment, please combine and upload your cover letter and college transcripts, if applicable, in one scan. With the resume attachment, please combine and upload your resume and three current letters of reference in one scan. Incomplete applications will not be accepted. Please initial below that you have received this information.

Job Description

Position Title: Education Support Clerk

Reports To: Vendor & Purchasing Manager (or designee)

FLSA Status: Non-Exempt

School Classification: Classified

Pay Range: $13-$18/hour (depending upon experience)

Work Schedule: 12 months

Location: Onsite Office

Position Summary: Supports the Business Services department and Vendor Relations in the vendor approval and purchase order process, as well as perform education assistant duties to support the operations of the school.

ESSENTIAL FUNCTIONS and RESPONSIBILITIES:

Administrative Support

Answers accounts payable and vendor services phone calls and provides high level of customer service
Welcomes office visitors and directs them as needed, providing high level of customer service
Supports and facilitates office and school events
Develops, streamlines and improves systems and procedures within the department and across other departments within the school as needed

Teacher and Student Support

Communicates and troubleshoots with teacher facilitators as needed
Advises and assists teachers with technology device repairs
Supports the mission and vision of the school in all job functions by supporting, students, parents and teachers

High School Guidance Support

Inputs and facilitates high school online enrollments
Provides student data as requested by sister programs and other departments
Assists with answering phone calls from parents regarding high school and graduation requirements
Assists with inputting and coding student transcripts

Curriculum Support

Creates, organizes, and distributes group licenses to students and teachers
Assists with reconciling field trip data with purchasing system data

Accounts Payable

Completes invoice match and uploads process on purchase orders
Assists the department working with vendors to resolve any invoicing or billing issues
Assists with tracking down old invoices for orders that we have not been billed for yet
Responds to purchase order inquiries

Vendor Services

Answers vendors’ questions and calls regarding payment positively and supportively
Assists vendors with electronic invoicing procedures
Assists the department with coordinating and tracking group vendor discounts
Responds proactively to vendor inquiries and follow up on unpaid invoices in a timely manner
Receives vendor requests and completes process for vendor approvals; communicates with vendors, tracks process on spreadsheet, input in database
Inputs approved vendors into purchasing system, making sure that vendor descriptions are accurate and complete

Data Entry and Processing

Processes purchase orders, as needed
Inputs Apple orders manually on Apple’s website and facilitates other special types of orders
Assists with creating reports from data in the student system and purchasing system

Registrar Support

Assists in maintaining cumulative files and ensures proper processes are followed
Assists with completing the administrative process for student attendance

Assists with creating reports with graphs from data in the student system

Other Duties

Supporting management with addressing and resolving complaints from staff, students and parents in a timely manner; ensuring compliance with the provisions of California Penal Code Section 11166 (Child Abuse and Neglect Reporting Act)
Perform other duties as assigned

QUALIFICATIONS GUIDE

Qualifications: 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.

Education:

Any combination equivalent to graduation from high school and clerical or secretarial experience

Experience:

Two (2) years of related experience preferred

Other Qualifications:

State and federal fingerprint clearance (LiveScan) to work with students (Ed. Code 44237). No prospective employee can report to work without this clearance being received and the Human Resources Manager notifying the immediate supervisor of this clearance.
Proof of a clear TB Tine test dated within the last 60 days (Ed. Code 49406) upon employment and thereafter updated every four years

Knowledge:

Computer and technology literacy:
Operate office equipment including a calculator, copier, fax machine, computer and assigned software.
Knowledge and experience using Google docs, Google spreadsheets and other online collaboration tools to send and receive information
Methods of collecting and organizing data and information
Basic database skills
Willingness to research and become knowledgeable of curriculum and educational resources

Knowledge of applicable laws, codes, regulations, policies and procedures

Acquired Skills:

Well developed, clear communication and interpersonal skills that maintain a respectful, professional and courteous manner
Conflict resolution skills
Record-keeping techniques
Methods of collecting and organizing data and information
Basic arithmetic calculations with speed and accuracy

Abilities:

Team player
Love of learning – a lifelong learner
Flexibility and adaptability
Able to communicate effectively and regularly with the department head regarding questions and concerns
Organized
Openness to differing views and objectives
Perform varied and responsible educational assistant duties
Maintain confidentiality of sensitive and privileged information
Determine appropriate action within clearly defined guidelines
Work independently with little direction

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Hearing and speaking to exchange information
Dexterity of hands and fingers to demonstrate activities
Operates a computer and other office productivity machinery
Seeing to read a variety of materials
Bending at the waist, kneeling or crouching
Sitting or standing for extended periods of time
Lifting objects up to 25 pounds
Close vision and ability to adjust focus

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.