Helena School District Substitute Clerk/General Secretary III in Helena, Montana

Substitute Clerk/General Secretary III JobID: 1693

+ + Position Type:

Secretarial/Clerical/SubstituteClerk/Secretary III Personnel Office

  • Date Posted:

    7/6/2018

  • Location:

    May Butler Center (Administration Offices)

  • Date Available:

    08/20/2018

  • Closing Date:

    07/16/2018

  

The Helena Public Schools Human Resources Office is seeking a Substitute Clerk/General Secretary III. This position works with building administrators, program administrators, teachers, and substitutes to provide classroom coverage during a teachers’ absence utilizing an automated substitute calling system. Serves as facilitator for the automated substitute program by communicating information, problem solving, material acquisition, and record keeping. Responsible for representing the substitute program and district in a positive way to administrators, teachers, staff and the school community. Requires: High school diploma or general education degree (GED); at least one year of public contact experience; knowledge of personal computers and Microsoft Windows; or an equivalent combination of experience and training as determined by the District. Experience with the Frontline Absence Management software program preferred but not required. Current entry-level salary is $14.51/hour, without in-district recognized experience, and includes a comprehensive benefits package. This position is an 8 hour a day work schedule Monday through Friday 6:30 am to 3 pm. The position may be a 10 month or 12 month position; with flexible summer hours. The following application materials are required: completed district online application; letter of application and resume with work related references. Initial application deadline is July 16, 2018. This position will remain open until filled. EEO employer.

District online application is available at: http://www.helenaschools.org

Helena Public Schools Human Resources 55 South Rodney Street Helena, Montana 59601 Phone: (406) 324-2010 E-mail: personneloffice@helenaschools.org

Helena Public Schools Position Description

Job Title: Secretary/District Substitute Clerk Program: Personnel Services Reports To: Personnel Services Administrator FLSA Status: Covered Prepared Date: September 2014 SUMMARY: Works with building administrators, program administrators, teachers, and substitutes to provide classroom coverage during a teachers’ absence and obtains substitutes for other employee classifications as assigned. Serves as facilitator for the substitute program by communicating information, problem solving, material acquisition, and record keeping. Responsible for representing the substitute program and district in a positive way to administrators, teachers, staff and the school community. ESSENTIAL DUTIES AND RESPONSIBILITIES: Other duties may be assigned. Create and maintain substitute software databases for Employees, Substitutes, Sites and Job positions Create and maintain Preference Lists. Monitor and review daily absences, giving personal attention when necessary to any “Unfilled” or “Failed to Fill” absences. When there are “Failed to Fill” jobs, interact with Site Administrators to answer questions and troubleshoot the reasons why the positions are unfilled. Run reports listing jobs and absences, overall analysis, and statistics, etc. Interact with employees, substitutes and administrators who may have questions about their personal information, their assignments, or how to use the substitute software system. Train and/or assist existing employees, new employees, substitutes and administrators on how to use the substitute software system. If an error condition occurs, gather data for troubleshooting purposes and originate contact with substitute software client services support team. Utilizes computer applications programs to develop and generate documents, agendas, reports, letters, memos, newsletters, etc. to district staff. Assist with organization, implementation, record keeping and related office work for meetings, employee in-service training and district committees. Maintains employee leave and payroll records for program. Answer routine telephone inquiries regarding substitute software system and substitute policies and procedures. Maintains general office files and records. Assist with resolution of problems between substitutes, schools and payroll. Serve as backup in the Personnel Services office. Assist in servicing the Personnel Services office counter. Performs other related duties as assigned. SUPERVISORY RESPONSIBILITIES: None 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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. EDUCATION and/or EXPERIENCE: High school diploma or general education degree (GED); at least one year of public contact experience; at least an intermediate level knowledge of personal computers and Microsoft Windows; or an equivalent combination of experience and training as determined by the District. LANGUAGE SKILLS: Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before staff and administrators. MATHEMATICAL SKILLS: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs. REASONING ABILITY: Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. OTHER SKILLS AND ABILITIES: Ability to pass a keystroke test with at least 55 words per minute. Strong customer relations’ skills as well as analytical and organization skills are desired. Ability to develop effective working relationships with students, staff and the school community. Ability to communicate clearly and concisely, both orally and in writing. Ability to perform duties with awareness of all district requirements and Board of Trustee policies. 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. While performing the duties of this job, the employee is regularly required to sit, talk and hear. The employee is occasionally required to stand, walk, and reach with hands and arms. The employee may have to occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, depth perception and the 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. The noise level in the work environment is usually quiet to moderate. The employee continuously interacts with substitutes, teachers, administrators and support staff and occasionally meets multiple demands from several people. The information contained in this job description is for compliance with the American with Disabilities Act (A.D.A.) 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.