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                                                   CARSON  CITY  SCHOOL  DISTRICT

                                                                Job  Description

Job Title:          Office Specialist    

Location:          District-wide         

Department:      Clerical                

General Job Description:

Under general supervision, to perform difficult and/or specialized clerical work in a school or administrative office; and to perform related work as required.

Experience or training required:

Knowledge of:  Advanced office procedures, including filing systems, record keeping systems, business correspondence and reporting formats and business telephone techniques; modern office equipment and procedures; English usage, spelling, grammar and punctuation; basic math; advanced record keeping; standard word processing techniques and methods; operation of computer terminals and microcomputers for record keeping; principles of supervision and training; basic public relations techniques.

Ability to:  Communicate effectively, both orally and in writing, displaying tact, patience and judgment; proofread for and correct spelling, grammatical and punctuation errors; work under stress of deadlines; adjust to changes in work load assignments, priorities and policies; read different styles of handwriting; retain and recall information; maintain confidentiality of sensitive or privileged information; make mathematical calculations with speed and accuracy; collect, compile classify, compare and analyze information from various sources; read, understand, interpret and apply policies, procedures, rules, regulations, and other documents encountered in the course of work; establish and maintain filing and record keeping systems; operate a word processor (may be required); operate a computer terminal accurately and efficiently (may be required); keyboard at a net corrected speed of 50 wpm; understand and carry out oral and written instructions; establish and maintain effective relationships with those contacted in the course of work.

Any combination of training, education and experience which demonstrates an ability to perform the duties of the position:  Graduation from high school or the equivalent.  A typical qualifying entrance background is completion of formal or informal training in business classes, such as word processing, keyboarding, business English, data entry or a closely related field; and responsible experience performing specialized clerical work of above average difficulty involving considerable independence of action; or experience at or equivalent to experience as a Typist Clerk II in the Carson City School District, wherein the incumbent has acquired the knowledge and abilities listed above.

Licenses or Certificates Required:

Possession of a high school diploma or equivalent certificate, a valid driver’s license issued by the state of residence, and an original Social Security Card.

The Job Functions:

Positions in this class perform difficult, specialized clerical work, such as the maintenance of middle school, special education or adult student records, the maintenance of attendance records including the preparation of ADA reports, or responsible and varied data entry and retrieval.  The class may include a clerical incumbent who works in an elementary school under minimal supervision.  The work at this level is usually varied in nature, requiring the incumbent to secure more information that is given with the assignment and involves varied applications of standards, technical or legal concepts and procedures for solutions to problems. Positions in this class have some independence in selecting work methods from a variety of standard methods or procedures.  Instructions given by the supervisor generally do not provide all of the information needed to complete the assignment.  Incumbents are expected to resolve most problems confronted through the application of established procedures and precedent, referring only those which involve the establishment of new procedures or which involve solutions which are inconsistent with departmental procedures and precedent to the supervisor.  This class is distinguished from that of the next lower class of Typist Clerk II by the assignment of duties requiring, in addition to good clerical skill and ability, a greater working knowledge of the technical subject matter and specialized functions of the office to which assigned and greater initiative and independence of action.

Essential Job Functions:    

Performs difficult, responsible clerical work; recommends office procedures and designs forms; completes detailed technical clerical processes in providing legal notifications and maintaining record; receives screens, verifies inspects, processes, formats and retrieves a wide range of varied data to a computer terminal for management information systems; designs forms for collection of data, instructing staff in completion of forms, monitoring schedules and manipulating the data bank to respond to varied management requests for information and reports; posts student enrollment and attendance data to ADA books, and compiles and calculates school ADA report for each attendance reporting period; registers students, requesting records from previous school; analyzes student records, prepares transcripts and other permanent student records; posts credits, grades and test scores to permanent records and forwards records to other schools upon appropriate request; assists adult students in selection of classes to meet graduation requirements; orients new student to school rules and sites; review special education student folders and materials for completeness, accuracy and conformance with established standards, initiating and following up action to correct deficiencies in records; researches student records to compile lists, such as extracurricular eligibility, honor roll, IEP scheduling, psychological testing, and unsatisfactory progress; keyboards confidential psychological reports from machine dictation or rough draft, formatting and editing for clerical accuracy; processes and monitors special education referrals to ensure District compliance with legal requirements; performs the more responsible record keeping duties; performs student admittance processes, including telephone verification of absences and the issuance of admit slips and notices to parents and administration regarding student absences; keyboards, letters, memoranda, reports instructional materials, brochures, charts, graphs, policies, manuscripts, minutes, agendas and a variety of standard forms; duplicates, collates, binds and distributes materials; proofreads materials, correcting errors in spelling grammar and punctuation; establishes and maintains filing systems; answers telephone, transfers calls, takes messages and provides a wide range of information to callers and visitors; personally handles mail related to assigned functions; may assist students by performing duties normally performed by Instructional Assistants; independently composes a variety of correspondence related to the assigned work for supervisor’s signature or other employee’s signature; researches information, prepares summaries and prepares periodic and special reports; reconciles records to control totals, correcting errors and balancing; maintains records of expenditures from departmental accounts; schedules meetings and makes appointments; and performs related work as required.

Physical Demands and Working Conditions:

Strength:  Light Work – Lifting carrying, pushing or pulling 25 pounds maximum.

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Notice of Non-Discrimination: The Carson City School District does not discriminate against any person on the basis of race, color, national origin, sex, disability, age, or on any other basis protected by state or federal law, and it provides equal access to the Boy Scouts of America and other designated youth groups. The following person has been designated to handle inquiries regarding the District’s non-discrimination policies: Title IX and 504 Coordinator, 1402 W. King Street, Carson City, NV 89703,

(775) 283-2130.