Shelby County Schools

Clerical Assistant SMS (Pool Internal Only) – Summer School

Posted Date 2 weeks ago(4/7/2021 1:59 PM)
Location Name
Central Office
Salary Min
USD $16.92/Hr.
# of Openings
Hidden (8718)
Close Date

Purpose and Scope

Supports summer school sites from the central office by performing data base administration for summer school locations.  Maintains databases including enrollment, student schedules, attendance, grades, other student records primarily in the Student Management System (SMS) PowerSchool Grading and Scheduling Systems software and/or payroll in the Advanced Program for Education Computer System (APECS) to ensure accurate compliance with state and district academic requirements.

Essential Job Functions

  1. Provides general database administration support for summer school programs and projects including enrollment, student schedules, attendance, grades and other student records.
  2. Maintains efficient SMS database system for assigned schools and assists in the overall SMS database records for all summer school programs.
  3. Prepares and processes payroll for summer school staff through APECS. Prepares related financial records and reports.
  4. Prepares various reports from the SMS in response to administrative needs.
  5. Identifies, resolves and reports all issues or problems within the SMS information. Seeks input from supervisor as needed.
  6. Receives and responds to basic database inquiries, routine requests for assistance and concerns from other District departments, school staff, students, and parents.
  7. Prepares and maintains a variety of reports, records and files related to summer school, activities and operations. Completes appropriate research and compiles reports.
  8. Composes, prepares, copies, files, processes, mails and/or transmits various routine documents, which may include records, forms, reports and other documents.
  9. Answers the telephone; provides accurate information to callers and/or forwards calls to appropriate staff; takes messages as needed; greets and assists visitors.
  10. Attends staff, committee and District meetings as required.
  11. Performs other related duties as assigned or directed.

Minimum Qualifications

Graduation from High School or GED plus a minimum of two (2) years of experience or any equivalent combination of education, training, and/or directly relevant experience which provides the requisite knowledge, skills and abilities for this position for a total of two (2) years.  Minimum of three (3) years of experience with District SMS software with emphasis on grading and scheduling preferred.  Proficiency in Microsoft Excel and Word preferred.

The following special conditions are required:  Commitment for the entire period of summer school.    Attendance at ALL periodic administrative meetings.  Availability prior to the end of the regular school assignment to participate in summer school setup and preparation.  Availability for summer school closeout operations which may occur after new academic year has started.

This position is for SUMMER SCHOOL ONLY.

Knowledge, Skills, and Abilities

  • Ability to develop and maintain effective working relationships. Ability to handle difficult situations in a courteous and professional manner.
  • Ability to coordinate multiple priorities. Uses time efficiently. Completes daily tasks correctly and on time. Plans for tasks that can’t be completed in one day.
  • Ability to follow instructions. Demonstrates attention to detail. Skill in checking own work for accuracy.
  • Ability to summarize information to prepare written and oral reports
  • Some problem solving skills, good judgment and knows when to ask supervisor for help
  • Ability to operate a computer and use Microsoft office, SMS, APECS or other appropriate software and office equipment
  • Demonstrated proficiency in business English, grammar, spelling, and punctuation
  • Basic math skills including addition, subtraction, multiplication, division and percent
  • Strictly follows office policies and procedures
  • Ability to looks for ways to improve efficiency and promote quality


Physical Requirements and Working Environment

Physical Demands: Requires sedentary work involving standing or walking for brief periods, exerting up to 10 pounds of force on a regular basis; and some dexterity in operating office equipment; must be able to use hands and fingers

Unavoidable Hazards:  The position is exposed to no unusual environmental hazards.


Sensory (ADA) Requirements: The position requires normal visual acuity and field of vision, hearing and speaking abilities.


SCS is an Equal Opportunity Employer.  SCS provides reasonable accommodations to qualified persons with disabilities. Prospective and current employees are encouraged to discuss ADA accommodations with management.


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