Employment in this position is effective June 1, 2026. A detailed job description is outlined below. 

An associate’s degree or higher in a relevant area and 1 - 2 years of clerical or office support experience; or an equivalent combination of experience and training is required.

 

Candidates should complete an employment application on the Beaufort County Schools website. The application is found at www.beaufort.k12.nc.us under the Employment section.

 

 

 

CENTRAL SERVICES RECEPTIONIST, FINANCE SUPPORT, & STUDENT RECORDS CLERK

 

GENERAL STATEMENT OF JOB

 

Under general supervision performs a variety of clerical, secretarial, financial and general office assistance duties that involve some scope or consequence in support of an office operation, department, program or work unit.  Work involves typing and processing correspondence, reports, statements, manuscripts, forms and other materials into form from typed or handwritten copy. Work also involves processing electronic requests for a variety of student records, reviewing and preparing records for scanning, and all associated duties.  Work also involves assisting multiple departments with finance tasks such as reconciling invoices with financial records, processing travel invoices and other bookkeeping work as assigned. This requires the use of a personal computer and other office machines, as well as the application of judgment based on general knowledge of the operations of the office or organization to which it is assigned.  Employee is responsible for screening and routing materials according to content of communications and resolving questions and problems using established procedures, referring unusual situations to others for guidance. 

 

SPECIFIC DUTIES AND RESPONSIBILITIES

 

Receptionist/Switchboard Operator

 

• Opening and closing of main central services building each day.


• Maintain the front lobby area of main central services building.


• Greet visitors who come in for information, meetings or conferences.


• Answer and direct telephone calls in a polite and informative manner to appropriate staff. Take messages when necessary.


• Answer questions relating to the school district.


• Accept and sign for delivery of packages and advise staff they have a package.


• Accept bond forfeitures and scan the documents to appropriate staff.


• Send, receive and distribute faxes.


• Maintain Central Services & Ed Tech calendar for meetings and workshops.


• Key in maintenance work orders for main central services building.


• Place service calls as needed on the machines in the front area.


• Properly dispose of all sensitive materials.


• Assist other departments when needed, such as:


• Type labels for new employee folders, labels for board, and committee members


• Open mail for finance department


• Check off and alphabetize time sheets


• Send certified evaluation lists to school sites


• Type memos, letters, labels, and forms as requested


• Proof monthly board minutes and other written materials as requested and maintain confidentiality of all information


• Assist with mailing completed suspension letters to parents, students, and administrators as needed


• Assist with copying, collating, and assembling correspondence


• Assist with mailings for various meetings

 

 

Finance Support

 

• Review substitute invoices from Educational Staffing Services and reconcile them with absence reports.


• Assist with processing travel reimbursement forms and other financial forms for a variety of departments.


• Record deposit slips and other financial documents.

 

Student Records Clerk

 

• Purge and enter into the data base all active and inactive school records received from the schools.


• Process all transcript requests, social security disability determination requests, and inquiries from the register of deeds office.


• Complete all requests for student transcripts and/or other student records.


• Type cover letter when a file cannot be located, file is incomplete, etc.


• Maintain confidentiality of all student records.


• Adhere to established laws, policies, and procedures for disposition or reproduction of records and materials.


• Box and label old records for scanning and disposal.

 

ADDITIONAL JOB FUNCTIONS

 

May assist the public at a counter, giving information and answering questions regarding school programs.

 

Performs all other related work as required.

 

MINIMUM TRAINING AND EXPERIENCE

 

An associate’s degree or higher in a relevant area and 1 - 2 years of clerical or office support experience; or an equivalent combination of experience and training.

 

MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS

 

Physical Requirements:  Must be able to use a variety of automated office equipment such as computers, copiers, typewriters, calculators, etc. Must be able to exert a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Due to amount of time spent standing and/or walking, physical requirements are consistent with those for Light Work.

 

Data Conception:  Requires the ability to compare and/or judge the readily observable, functional, structural, or composite characteristics (whether similar to or divergent from obvious standards) of data, people or things.

 

Interpersonal Communication:  Requires the ability to speak and/or signal people to convey or exchange information. Includes receiving instructions, assignments and/or directions from superiors.

 

Language Ability:  Requires the ability to read a variety of correspondence, reports, handbooks, forms, lists, etc.  Requires the ability to prepare correspondence, simple reports, forms, etc., using prescribed format.

 

Intelligence: Requires the ability to apply rational systems to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists; to interpret a variety of instructions furnished in written, oral, diagrammatic, or schedule form.

 

Verbal Aptitude:  Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions.  Must be able to communicate effectively and efficiently in standard English.

Numerical Aptitude:  Requires the ability to utilize mathematical formulas; to add and subtract; and to utilize decimals and percentages.

 

Form/Spatial Aptitude:  Requires the ability to inspect items for proper length, width and shape.

 

Motor Coordination:  Requires the ability to coordinate hands and eyes rapidly and accurately in using office equipment.

 

Manual Dexterity:  Requires the ability to handle a variety of office machines, etc.  Must have minimal levels of eye/hand/foot coordination.

 

Interpersonal Temperament:  Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under stress and when confronted with persons acting under stress.

 

KNOWLEDGE, SKILLS AND ABILITIES

 

General knowledge of the operations of the school system.

 

General knowledge and ability to use correct grammar, spelling and punctuation.

 

General knowledge of modern office practices.

 

General knowledge of elementary arithmetic.

 

General knowledge of common word processing, spreadsheet and file maintenance programs.

 

General knowledge of the principles of organization and administration.

 

Ability to transcribe information and to prepare standardized forms, letters and reports from that information.

 

Ability to operate common office machines.

 

Ability to process documents such as purchase orders, invoices, etc.

 

Ability to sort and distribute documents.

 

Ability to maintain complete and accurate records and to develop standard reports from those records.

 

Ability to respond to questions based on considerable knowledge of each department served.

 

Ability to understand and follow oral and written instructions.

 

Ability to establish and maintain effective working relationships as necessitated by work assignments.

 

DISCLAIMER

 

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to this job.