DESCRIPTION

 

The Public Schools of Brookline, MA (PSB) is seeking a dynamic individual for the position of Principal Clerk II in the Operations Department. This role collaborates closely with School and Town Departments and performs complex duties under the general direction of the Director of Operations.  Work requires initiative and independent judgment in the application of prescribed policies, procedures, and methods.  Performs all other related work as required.

Essential Duties and Responsibilities

(The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.)

• Serves as a main contact for the use of facilities program for organizations both inside and outside the School Department, interested in renting spaces within school buildings for social, community-based, or sporting events. Performs other related program duties, but not limited to, scheduling, invoicing, and resolving issues.  
• Provides customer service by answering questions both in person, by email, or by telephone; provides information relative to departmental procedures; refers individuals to the appropriate source as required
• Performs all general clerical duties including, but not limited to, word processing, making copies, filing, data entry, answering the telephone, opening and delivering mail, etc.
• Maintains records and files. Draft correspondence. Schedules and maintains appointments.
• Maintains department-related data, gathers information, and ensures the timely.
• Preparation and coordination of a variety of reports.
• Prepare all necessary administrative documents to ensure the timely and accurate processing of the Department’s business functions, including, but not limited to, requisitions, receiving invoices, budget transfers, scanning, supporting documentation, etc.
• Maintain an internal control system for monitoring, ordering, and distributing materials and office supplies. Track the department budget and annual expenditures.
• Prepare all necessary administrative documents to ensure the timely and accurate processing of the Department’s business functions, including, but not limited to, requisitions, receiving invoices, creating and sending invoices, making deposits, budget transfers, and supporting documentation.
• Address projects and issues that are significant, sensitive, politically charged, and confidential in nature.
• Perform all other similar or related work as required.

Education and Experience:

• High school education is required. An associate’s or Bachelor’s degree is preferred.
• Minimum of two to three years of clerical experience or any equivalent combination of education, training, and experience.

 

QUALIFICATIONS-REQUIRED:

 

Education, Training and Experience:

High school education and two to three years of clerical experience or any equivalent combination of education, training, and experience.

 

Knowledge, Ability and Skill:

Knowledge:  Thorough knowledge of office procedures, practices and terminology; thorough knowledge of departmental operations; familiarity with accounting principals and procedures; knowledge of the operation of computer software applications

 

Ability:  Ability to communicate effectively and tactfully with staff, students and the public; ability to compose correspondence; ability to prioritize and complete multiple tasks at one time with frequent interruptions; analytical ability; must be able to operate a personal computer and display intermediate to advanced skill when using software programs for word processing, database, spreadsheet and other software as required by the position.

 

Skill: Excellent customer service skills; strong organizational skills; skill in all of the above listed tools and equipment

 

Physical Requirements:

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 frequently required to sit, communicate, or hear; occasionally required to walk, must be able to handle, or feel objects, tools, or controls; and reach with hands and arms.  The employee must occasionally lift and/or move objects weighing up to 15 pounds.  Vision and hearing at or correctable to normal ranges.  This position requires the ability to operate a keyboard and calculator at an efficient speed. 

Preferred Knowledge, Ability, and Skill:

• Working knowledge of MUNIS, Excel, and Frontline (AESOP)
• Perform varied and responsible functions requiring a thorough knowledge of departmental operations, including office procedures, practices, and terminology, and the exercise of judgment and initiative, particularly in situations not clearly defined by precedent or established procedures.
• Work under general supervision, following department rules, regulations, and policies, requiring the ability to plan and perform operations, and to complete assigned tasks according to a prescribed time schedule. Refer any unresolved issues to the Director and/or Custodial Services Manager.
• Strong problem-solving and organizational
• Ability to resolve conflicts and maintain harmonious working relationships throughout the organization and with other agencies and departments.
• Excellent interpersonal and communication skills, both oral and Ability to compose correspondence.
• Maintain effective communication with staff, students, committees, management, other Town Departments, including Heating, Ventilation, and Air-Conditioning (HVAC), organizations, vendors, renters, outside agencies, and the
• Display intermediate skill when using computer applications or programs, including Google Docs, Gmail email, word processing, scheduling, database, spreadsheets, and other software as required by the position. Experience with School Dude (scheduling and work orders) and Munis (finance) preferred.
• Strong planning and management, Superior attention to detail.
• Ability to manage multiple tasks and prioritize. Strong initiative and follow-through.
• Ability to work independently as well as collaboratively at all levels of a complex organization.
• Ability to effectively respond to time-sensitive issues.

Work Environment:

• Work is performed mostly in an office environment. The Majority of work is performed in a moderately noisy work environment, with frequent interruptions.
• Must be able to operate personal computer, printer, telephone, copier, scanner, facsimile machine and all other standard office equipment.

Physical Requirements:

• 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 frequently required to sit, communicate, or hear; occasionally required to walk, must be able to handle or feel objects, tools, or controls; and reach with hands and arms. The employee must occasionally lift and/or move objects weighing up to 15 pounds. Vision and hearing are at or correctable to normal ranges. This position requires the ability to operate a keyboard and calculator at an efficient speed.