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The Clerk Roles and Responsibilities page is meant to provide information for clerks that are helpful to getting started right away. Whether you are a new clerk or a veteran, or if you have started a new role in your position, we hope that this page will provide you with some very helpful quick resources that can help you to do what you need to do and feel equipped and successful.
NEW! SY22-23 Resources
NEW! SY22-23 Resources
LSC INFORMATION
ELECTION DAY INFORMATION
OST INFORMATION
SY23-24 CALENDAR INFORMATION
PROCUREMENT INFORMATION
Amazon Business - Marketplace Survey* (Complete survey if you want Amazon training)
For more SY22-23 Resources, go to our Resource Tool Box at the bottom of this page
First Things First
First Things First
When you get started in your role as a school clerk, you might want to make sure that you have access to the following technology platforms.
NOTE: Your principal may need to give you access to these platforms, so if that is the case you may request this from your principal.
Aspen - Student enrollment and information system
ORACLE (Enterprise Financial Systems)- purchase orders, procurement
Dashboard - School level data reporting
Service Now (SNOW) - CPS ticketing system to formalize a variety of requests
Frontline - Staffing
Epay - School level payment collection
ODA - Online Data Acquisition
HR4U - Everything HR for CPS
TAC Form - Payroll inquiries
Safeschools - Access available/required trainings
Technology Asset Management - Track assets at your school
CPS Emergency Management Portal - Track school drill due dates and report safety drill completion
Budget and Grants Management/ EPM Budget Planning - Budget planning for instructional core, curriculum, intervention and engagement
CPS Volunteer Page - For parents to sign up to volunteer with your school
Additional Resources for Right Now:
CPS.edu - Chicago Public Schools Website
Check out the Glossary Page to look up commonly used acronyms
School Directory - access contact information for all schools (including GSR or mail run numbers)
Join the Clerks Community Google Group! Please send a request to clerkcommunity@cps.edu if you would like to be added to the Clerk Google Group
General Roles and Responsibilities
Please Note: This is a list of responsibilities that have been generated by clerks to support one another as they navigate their role in the school. Not all school clerks are responsible for the same list of tasks, however, it is our hope that this list standardizes the general understanding of what the roles and responsibilities of a school clerk in Chicago Public Schools. If you are unsure if your job includes any of these functions, please speak with your principal.
Everyday
Everyday
Managing The Front Office
Greeting Visitors
Answering Phone Calls
General Office Upkeep
Mailing & Correspondence
Receiving packages
Principal Calendar Management
Situational exercises/customer service
AESOP (Sub Services Management)
Records Keeping (FIIF Form entry, Emergency Form Updates, Health Forms )
Faxing & Submitting Documents
Performing Main Office Announcements via intercom
Maintaining School Calendar/School Website (Social Media Updates)
Managing Sign-In Sheets for All (Staff, Visitors, Vendors, Etc)
Copying/Delivering Materials for Parents
Attendance Entry & Phone Calls for Absent Students
Dashboard student information (contact information, demographic information, transfer information etc) compliance
Fundraising process
Weekly
Weekly
Update Community Announcements (i.e. Blackboard Connect)
Updating Bulletin Boards
ORACLE Responsibilities (Purchases, Budget, SPS, Reimbursements, Field Trips)
Bi-Weekly
Bi-Weekly
Managing Budget Items
Payroll & Timekeeping Duties & SPS Payroll
Managing Internal Accounts
Work with Tech Co (Technology Coordinator) (added from communications committee)
Vendor Management (Pest Control, Community Partners)
Monthly
Monthly
LSC, BAC, & PAC Meeting Management
Budget amendments & transfers
Seasonal
Seasonal
Report Card Pickup Duties
Open House Duties
Graduation Support (purchases, planning, etc.)
Mass Scheduling
Picture Day Setup
Parent Engagement Event Planning
Professional Development Planning
Fire/weather/intruder etc drills (staff communication, hitting the bell, recording the time, log maintenance, etc)
Coordinate Health Services
Dashboard Reconciliation (Medical Compliance)
Asset Inventory annually (from Comm committee - add to seasonal checklist?)
8th Grade ASPEN (Scheduling, Algebra Exam, Constitution Test, and YOG input)
Not time bound/Special Occasion
Not time bound/Special Occasion
Emergency Reporting
First responder (next in charge, who is the contact for questions and particular situations)
Interpreter Services
Service Calls for equipment & devices
Registration & Enrollment
First Aid/Incident Reporting (Lice, Bedbugs)
Field Trip Planning Process
Roles and responsibilities around emergency shut down (intruder in the building)
ASPEN Management
Procurement Duties
Fundraisers (Collecting funds, managing, receipting, payors lists, etc)
Transportation Management (School bus duties)
STLS Management
Distribution of keys and equipment
Uniform Management
Resource Tool Box
Resource Tool Box
NEW Post Secondary protocol (college reps, military recruiters, etc)
NEW Background Check Process (explanation)
Early Childhood
Transportation
Volunteer Program
Post Secondary protocol (college reps, military recruiters, etc)
Background Check Process (explanation)
Parent Portal
LSC
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