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StaffEZ Florida | Posted 23-11-2021

Santa Rosa (Administrative)

Position: Substitute Clerical

Please visit to complete an application and to select an enrollment meeting to attend.


The Substitute Clerical provides services as an employee of PESG serving the assigned school. The Substitute Clerical performs and coordinates varied and responsible secretarial and clerical functions relieving the Principal of clerical and routine administrative detail including making frequent contacts with parents, students and staff.

Essential Job Functions (note this is not an exhaustive list of the duties performed for this position):

  • Acts as a personal secretary to the Principal, maintain appointment calendar, assist in compiling or monitoring site budget records, tracing mandated costs, type correspondence and reports from draft or brief direction, relieve Principal of routine administrative duties when appropriate including site workers compensation forms;
  • Acts as a registrar; prepare enrollment documents, verify incoming records including immunization requirements, education levels and special needs, prepares, releases and transfers documents, process attendance and progress reports;
  • Maintains student attendance records; assist in verifying reasons for absence, admit tardy students to class, monitor student sign out log and verify adult authorization to remove student from school, compile attendance/enrollment reports, maintains computer data entry log, district required enrollment balancing required each month to remain in compliance with state auditor;
  • Maintains student academic records; enter test scores, grades and other record keeping data, maintain cum folders and emergency contact records, assist teachers with parent/teacher conference scheduling and keep daily log of medications;
  • Serves as liaison with Transportation Department; schedule new students, arrange for busing as necessary, follow up on parent complaint, or other problems, process and verify special requests for transportation;
  • Serves as liaison with Student Nutrition Services; review free lunch application forms communicating with parents if necessary, monitor lunch count, check students into cafeteria, maintain payment records, count and prepare lunch money for deposit;
  • Maintains staff attendance records; interpret district policies on leaves of absence and reporting requirements, process leave of absence forms for staff, complete payroll/attendance reports for staff and substitute;
  • Serves as site secretary; provide information in person and via telephone, take and relay messages for staff and students, schedule appointments, provide direction to new staff and parent volunteers, type and duplicate forms, newsletters and reports for staff and parent groups, establish and maintain files, assist with requisition process and inventory of school supplies, materials, equipment and machines monitor county film log, supervise student workers, administer first aid and coordinate emergency services, monitor students when appropriate;
  • Monitors school visitors on a daily basis, responsible for the Emergency Response Radio procedures, including all two-way communication on campus, crime reporting requirements;
  • Assists the principal/counselor in relation to the paper trail required for expulsions, may include 504 documentation;
  • Generates reports and maintaining working computer files for school, computerized attendance system, heavy computer use, i.e., E-Mail, use of scanners, etc.;
  • Represent the District and PESG in a professional manner by performing all job functions at a satisfactory or above level.
  • Interact with co-workers, administration, students, parents, and the community in a positive, supportive, and cooperative ways.
  • Performs other related duties, including special projects, as required or requested, consistent with reasonable expectations for the contracted position.


  • High School diploma, required. Associate’s degree in Business Management or related field, preferred.
  • Prior clerical experience, preferred
  • Must complete the required Global Compliance Network online training modules.
  • Must possess intermediate computer skills.
  • Demonstrated use of office equipment (computers, phones, fax machines, copy machines).
  • Demonstrated competence in the use of current Microsoft Office products e.g. Word, Excel and the ability to learn specific business systems in a timely and efficient manner.
  • Demonstrated knowledge of current office practices and procedures including filing methods and organizational techniques.
  • Demonstrated ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret and implement a variety of instructions furnished in written, oral, diagram, or schedule form.
  • Demonstrated record of good attendance and punctuality.
  • Demonstrated strong communication and interpersonal skills.
  • Demonstrated ability to handle high stress situations in a calm and appropriate manner, while making good decisions.
  • Demonstrated ability to speak clearly and concisely both in oral and written communication.
  • Must meet criminal history background requirements (requires FBI Fingerprint and SOARS clearance).

Physical Requirements:

  • Ability to lift / carry up to 20 lbs. (Supplies / Equipment)
  • Ability to sit / stand for extended periods of time
  • Continuously required to talk and hear
  • Occasional bending / squatting / reaching / kneeling / twisting
  • Continuous computer and phone work is required

Work Year, Hours & Compensation:

Non Exempt, rates and hours dependent upon assignment

Application Procedure: Apply online at

It is our policy to provide equal employment opportunities to all qualified persons in hiring, promotion, transfer, discharge, pay, benefits and all other aspects of employment, without regard to age, height, weight, pregnancy, race, color, religion, gender, national origin, citizenship, marital status, disability, or other classification protected by state and federal laws.