JOB TITLE:                                     RECEIVING CLERK

DEPARTMENT:                                             School Office Administration        

REPORTS TO:                                              Principal

FLSA STATUS/CLASSIFICATION:            Non-Exempt; Level 2

SUPERVISORY DUTIES:                             none

APPROVED ON:                                           2/14/2023

 

SUMMARY:  Receives supplies, textbooks and equipment at assigned school location, processes purchase orders and delivers received orders to appropriate locations or departments.  Serves as an information resource regarding the School’s purchasing policies and procedures.

 

ESSENTIAL DUTIES & RESPONSIBILITIES:

• Expected to answer phones and facilitate the incoming and outgoing of students throughout the day.
• Responsible for all incoming monies paid to the school which requires proficient knowledge and use of InTouch.
• Responsible for closing out the official “End of Day” reporting required for accounting/finance within InTouch and preparing deposits for the district office daily.
• Facilitates appropriate routing of documentation and obtaining approvals for fundraising events; coordinates use of the facility whether internally to school or externally (including obtaining any insurance certificates as appropriate); and updates the central calendar (within the SchoolDude application) such that all parties are aware of availability (or lack thereof) of respective facility.
• Orders all supplies and materials needed for the school year and keeps accurate inventory of those supplies throughout the school year for reordering purposes
• Processes all purchase orders to local and out-of-state vendors and keeps accurate records of all outstanding and completed purchase orders
• Orders all textbooks per number of enrolled students (and established curriculum) and distributes them for the school year as needed. Textbook Inventory
• Fills all teacher and staff school and office supply requisitions as needed
• Keeps workroom supplied with copy paper and other grade-level paper, construction paper, paint and other materials needed by the teachers and staff
• Cross-trains for office duties and attendance duties and keeps up to date and competent in office and school matters, including enrollment of new students
• Copies all school forms as requested for office, teachers and staff
• Processes and distributes all mail daily
• Processes all staff transportation requests; keeps a schedule of requested field trips, times, etc.
• Assists with the coordination and communication for sports activity calendars, maintaining rosters, transportation scheduling/updates/changes as appropriate
• Maintains accurate accounting of all school accounts in ledger books and cross reference accounts with the District Business Office
• Provides oversight for lunch duty and other duties as assigned
• Prints and distributes purchase orders when requested
• Prepares various reports and retrieves records for auditors, administrators and vendors, as needed
• Maintains an updated, detailed reconciliation of vendors’ monthly statements
• Assists with year-end and closing functions as needed
• Orders prizes and “gift certificates” for MAC-Ro, Student of the Month, Honor Roll/Principal’s List, etc.
• Tracks and maintains volunteer clearance status by coordinating with the district office. Maintains records on which volunteers have completed mandatory school volunteer training. 
• Oversees all visitors to campus such that appropriate credentials and sign-ins are collected and maintained as appropriate

 

KNOWLEDGE, SKILLS & ABILITIES:

• Ability to operate standard office equipment
• Expected to facilitate any and all issues with the printers including ordering, replacing and troubleshooting when issues arise (which also includes coordinating service calls with Konica and All Copy as needed).
• Knowledge of state testing and SIS
• Knowledge of generally accepted purchasing practices
• Ability to communicate effectively verbally and in writing
• Ability to do detailed mathematical computations
• Ability to maintain confidentiality
• Produce accurate work and complete assignments with minimal supervision
• Ability to apply common sense understanding to solve practical problems and deal with a variety of situations
• Ability to work cooperatively and courteously with staff, students, parents and community members
• Knowledge of applicable Federal and State laws, district procedures and Board policies
• Ability to handle confrontation professionally

 

QUALIFICATIONS & REQUIREMENTS:

Education & Experience:

• High School diploma or equivalent
• 1 year previous purchasing experience preferred
• Experience with automated purchasing/accounting systems
• Any equivalent combination of training, education and experience that meets minimum requirements
• Criminal justice/Fingerprint clearance

 

Computer Proficiency:  Demonstrated general proficiency in computer programs such as Microsoft Excel, Word and Google Suite.

 

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 the 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 required to reach with hands and arms. The employee is frequently required to sit and occasionally stand and walk. The employee may be required to move ten pounds and could occasionally lift or move up to twenty-five pounds.  

 

 

WORK ENVIRONMENT:

Indoor office environment. This position regularly works indoors. The noise level in the work environment is generally quiet to moderate and may become excessively noisy at times. Will have contact with employees, external agencies and the public.

 

Disclaimer: The duties and responsibilities identified in this position description are illustrative only and are in no way intended to be a complete list of activities that may be required of an incumbent. The information contained in this job description is for compliance with the American Disabilities Act (ADA) and is not an exhaustive list of duties performed for this position.  Additional duties are performed by the individual currently holding this position and additional duties may be assigned.