Data Entry Clerk – Middle School 1
(July, 2013)
SILVER FALLS SCHOOL DISTRICT
Job Description
Job Title: DATA ENTRY CLERK – MIDDLE SCHOOL
Reports To: Administrator
JOB GOAL: Maintain and monitor school attendance records, receive calls from parents regarding their
student's attendance/absence record, enter data on computer, and prepare reports relating to student
attendance/absences as requested. Perform secretarial and clerical tasks as assigned.
ESSENTIAL 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.
1. High School Diploma or General Education Diploma (GED).
2. One year of general clerical work and interaction with the public preferred. Prior successful
experience working in a school or office setting strongly preferred.
3. Works well with others from diverse backgrounds. Focuses on solving conflict; maintaining
confidentiality; listening to others without interrupting, keeping emotions under control;
remaining open to others’ ideas and contributing to building a positive team spirit.
4. Ability to understand and follow oral and written instructions. Ability to communicate fluently
both verbally and in writing. Ability to read and interpret documents. Ability to prepare general
correspondence.
5. Ability to respond to sensitively common inquiries or complaints from students, parents, staff,
and members of the community.
6. 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.
7. Ability to add, subtract, multiply and divide in all units of measure, using whole numbers,
common fractions and decimals.
8. General knowledge of computer usage and ability to use standard school software, internet
software, e-mail, spreadsheets and word processing software. The ability to accurately enter and
retrieve computerized data with attention to detail. Ability to type accurately and proficiently and
possess language skills including composition, punctuation, spelling, correct usage, and ability to
draft routine correspondence as directed.
9. Ability to work effectively in a school office setting characterized by frequent interruptions.
Ability to multi-task and exercise good judgment while working in a dynamic environment.
10. Ability to maintain confidentiality.
11. Ability to operate standard office equipment such as computer, copier, intercom, etc.
12. Ability to understand school policies, rules, and procedures and apply them properly in the
context of repetitive and new situations.
13. Ability to maintain student records.
14. Ability to set up and use an efficient filing system.
15. Certificates as determined by the District. Ability to obtain a valid First Aid/CPR card and
Oregon Driver’s License.
16. Such alternative to the above requirements as the School Board or the Administration may deem
appropriate and acceptable.
Data Entry Clerk – Middle School 2
(July, 2013)
17. 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:
A. Regularly required to talk or hear.
B. Frequently required to walk, sit, bend, stand, use hands for fine manipulations, handle or feel
and reach with hands and arms using a keyboard and video display terminal.
C. Occasionally required to stoop, kneel, or crouch
D. Regularly lift and/or move up to 25 pounds and occasionally up to 50 pounds.
E. Required by this job to have specific vision abilities which include close vision, distance
vision, ability to adjust focus on peripheral vision.
18. The work environment characteristics described below 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.
A. Combines a standard office setting including standard office equipment (fax, copier, phone,
computer, 10-key, etc.)
B. Noise level in the work environment is usually low to moderate and occasionally high
depending upon student population and activities.
C. Employee may be exposed to bloodborne pathogens.
ESSENTIAL DUTIES AND RESPONSIBILITIES: Essential duties of this position include the
following. Employees in this position perform some or all of the following tasks. Other duties may also
be assigned.
1. Follows and maintains knowledge of all District policy(ies) and procedures.
2. Maintains student records and prepares reports as assigned.
3. Enroll all students on the student system, providing parents and students with appropriate
information and documents, add students to class lists, withdraw students, enter grade history into
computer.
4. Assist the administration in the input of data for the master schedule and generation of class lists.
5. Order grade sheets to be printed each grading period, prepare instruction for the teachers, edit the
grade sheets to insure accuracy, order report cards and other related grading material.
6. At the end of each grading period make sure all student grades are accurate and recorded on the
official record.
7. Maintain an updated class list on each grade, an entry and withdrawal list, assist in the
preparation of the quarterly Student Personnel Accounting Report.
8. Maintain an immunization file on each student and prepare reports as requested.
9. Maintain a high level of ethical behavior and confidentiality when dealing with student and staff
information.
10. Assist in the preparation of the Early Leaver Report required by the State Department twice
yearly, which includes an individual report on each student who has withdrawn for whom a
request for records has not been received when the report is due.
11. Compose, type, and sign letters to parents, schools, and businesses, students and former students,
in relation to records.
12. Process and distribute all student accounting year-end reports.
13. Maintain and protect the confidentiality of student records and cumulative files. Maintain high
level of ethical behavior and confidentiality when dealing with student information.
14. Perform a variety of clerical work in support of the school secretary including typing,
proofreading, filing, checking information on records, and collecting and accounting for monies
received.
15. Perform routine office/clerical duties as assigned; maintain and monitor student attendance
records.
Data Entry Clerk – Middle School 3
(July, 2013)
16. Completes a high volume of computer work, using District computer programs, to input high
volumes of data with speed and accuracy, including confidential data, in an environment with
constant interruptions.
17. Greet and direct office visitors, provide routine information, refer questions to staff and answer
in-school intercom calls.
18. Process new student registrations and student withdrawals and assemble new student packets.
19. Enter data in computer files, maintain records and filing systems for student files, lunch program
purchase orders, building inventory, prepare basic statistical reports as assigned.
20. Respond to student inquiries and problems at the counter, attend to sick students and provide first
aid assistance within scope of district policies.
21. Telephone and confer with the parents and students regarding the student's absences and other
matters of student welfare.
22. Answer and screen telephone calls and screen walk-in visitors, provide information on school
policies/operations or refer calls to appropriate staff member.
23. Train and supervise student assistants on telephone etiquette, acting as receptionist for students
and parents, delivering a variety of material to teachers and offices and performing general office
duties.
24. Administer first aid to students as needed.
25. Professionally represents the school and the District in interactions with parents, community,
staff, and students.
26. Complies with applicable District, state, local and federal laws, rules, and regulations.
27. Provides assistance with programs, special projects, and events as directed by administrator.
Other duties may be assigned.
28. Maintains appropriate certifications and training hours as required.
29. Maintains satisfactory attendance, as defined in District policy and regulations (GCBD/GDBD).
MARGINAL DUTIES AND RESPONSIBILITIES: Marginal duties of this position include the
following. Employees in this position perform some or all of the following tasks. Other duties may be
assigned.
1. Attends in-service trainings.
2. Attends staff meetings
3. Reports issues to authorities as necessary, animal control, suspicious activity etc.
4. Assists in distributing medication to students, monitoring diabetic blood checks, prepares
medications for field trips, and administers first aid as needed.
5. Assists in preparing mailings of report cards, announcements, flyers, etc.
CERTIFICATES, LICENSES, AND REGISTRATIONS: Certificates as determined by the District
including:
1. Ability to obtain a valid First Aid card and Oregon Driver’s License.
2. Background check and fingerprint clearance required.
3. Health and Safety Online Training
SUPERVISORY RESPONSIBILITIES: All school employees have some responsibility for
supervising students and assisting in maintaining a safe environment.
Data Entry Clerk – Middle School 4
(July, 2013)
OTHER:
Note: This is not necessarily an exhaustive or all-inclusive list of responsibilities, skills, duties,
requirements, efforts, functions or working conditions associated with the job. This job description is not
a contract of employment or a promise or guarantee of any specific terms or conditions of employment.
The school district may add to, modify or delete any aspect of this job (or the position itself) at any time
as it deems advisable.
TERMS OF EMPLOYMENT: Days and hours to be arranged, with salary according to current
schedule.
EVALUATION: Following the probationary period, performance of this job will be evaluated annually
in accordance with provisions of the Board's policy on evaluation of classified personnel.
I have read and understand the responsibilities and qualifications of this job description.
Signature Date
Printed Name
