Structure of School Personnel and their responsibilities – For a brighter future of education

Clerk team

What are the duties and responsibilities of an Office Clerk?

• An Office Clerk’s responsibilities include answering phones, taking messages, handling mail
and scheduling appointments. Other everyday duties include collecting information, faxing,
scanning, making copies and data entry.

Duties/Responsibilities:
• Performs clerical duties including typing, filing, and completion of simple forms.
• Operates office machines including copiers, scanners, phone and voicemail systems,
personal computers, and other standard office equipment.
• Answers phones, directs calls to appropriate individuals, and prepares messages.
• Copies, sorts, and files records related to office activities, business transactions, and other
matters.
• Prepares letters, memos, forms, and reports according to written or verbal instructions.
• Sorts incoming mail and delivers to appropriate department or individual; processes
outgoing mail.
• Maintains filing systems either manually or electronically.
• Manages calendars and schedules appointments.
• Performs other related duties as assigned.

QUALIFICATION REQUIREMENTS:

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.

LANGUAGE SKILLS:

• Ability to read and interpret instructions from teachers and administrators.

• Ability to read and interpret documents, such as safety rules, operating and maintenance
instructions, and procedural manuals.
• Ability to write reports and correspondence clearly and concisely using correct grammar,
spelling, and punctuation. Ability to speak effectively with good grammar before groups of
people and with individuals.

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 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 operate a personal computer and mainframe computer and related software.
• Ability to establish and maintain effective working relationships with students, staff, and the
school community.
• Ability to communicate clearly and concisely both in oral and written form.
• Ability to work independently, to function effectively in a multi-task environment, and to
interact positively with the public.
• Ability to perform duties with awareness of and in compliance with all corporation policies
and state requirements.

What makes a good Office Clerk?

• An Office Clerks’ tasks and responsibilities are dynamic and multifaceted. Therefore, a good
Office Clerk must be personable, helpful and an effective communicator. Other important
skills include great attention to detail and excellent computer and customer service skills.

• Ability to type at least 45 words per minute.

• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Proficient with Microsoft Office Suite or related software.

Human resources

• Effective administrator influences effective teaching and learning.

• Structures must be in place to deal with existence of vacancies to appointment followed by
induction, mentoring and appraising.
• Skills of organizing and managing material resources.

Administrative

• Teachers’ Records

• Students’ Records

• Personal Information

• Registration

• Finance and Resources