Office Clerk- VirtualEDU

At Hopkins Public Schools, we believe that our strength lies in the diversity of our students, staff, and community. We are a proudly inclusive E-12 district serving approximately 7,200 students across the City of Hopkins and surrounding communities. Our district represents a rich mosaic of cultures, backgrounds, identities, and lived experiences; we value and celebrate that diversity in everything we do. As an academically rigorous and human-centered district, we are committed to fostering a welcoming environment where every student and staff member feels seen, heard, and valued. There is no "typical" Hopkins student, and we embrace this truth as a catalyst for innovation, growth, and equity in learning.

We seek educators and staff who are equity-minded, culturally responsive, and deeply committed to creating inclusive spaces where all learners can thrive.

We welcome candidates who are passionate about dismantling systemic barriers, advancing justice, and preparing students to become bold, collaborative, and compassionate global citizens. When you join Hopkins Public Schools, you are not just joining a district, you are becoming part of a community that honors difference, nurtures potential, and inspires remarkable achievement in every learner, from birth through graduation.

You are welcome at Hopkins. You belong at Hopkins.

SUMMARY

The Office Clerk – Front Desk provides comprehensive clerical, enrollment, attendance, records management, and customer service support for VirtualEDU. This position serves as the primary operational hub of the school office, ensuring accurate student records, effective communication with families and staff, and efficient daily office operations aligned with district policies, procedures, and the mission of Hopkins Public Schools.

ESSENTIAL FUNCTIONS

This class specification lists the major duties and requirements of the job and is not all-inclusive.  Incumbent(s) may be expected to perform job-related duties other than those contained in this document and may be required to have specific job-related knowledge and skills.

Front Desk Operations & Customer Service

• Serve as front office contact for students, families, staff, and community members.
• Answer incoming calls and greet visitors using professional protocols.
• Direct inquiries to appropriate personnel and provide accurate information within scope of authority.
• Monitor and respond to VirtualEDU office email accounts and online form submissions.
• Maintain a welcoming, inclusive, and culturally responsive environment.
• Assist visitors and families with school processes, enrollment questions, and general support needs.

Enrollment & Student Onboarding

• Help with student enrollment processes.
• Communicate directly with families regarding enrollment requirements and next steps.
• Create student cumulative files.
• Notify counselor and administration of new enrollments.
• Submit district technology tickets requesting student devices.
• Request cumulative files from previous Hopkins schools via interoffice mail.
• Maintain accurate enrollment records following district procedures.
• Complete district record request for incoming enrollments.
• For students departing the district, access required documentation via Infinite Campus and facilitate secure transfers to the new school district.

Attendance/Engagement Management

• Receive attendance notifications via phone calls, emails, and online forms.
• Enter attendance data accurately into Infinite Campus.
• Generate and prepare attendance communication letters provided by the social worker.
• Contact families for engagement and attendance on an as needed basis

Infinite Campus & Data Management

• Update student and family demographic information.
• Maintain accurate enrollment, attendance, and transcript records.
• Mark student status changes within Infinite Campus.
• Ensure confidentiality and compliance with student data regulations.

Office Administration & Operations

• Perform general clerical and administrative duties including filing, copying, correspondence preparation, and document distribution.
• Process incoming and outgoing mail.
• Order, receive, and distribute office supplies and equipment.
• Support purchasing and ordering processes.
• Assist with staff timesheet processing and approvals as assigned.
• Prepare and send daily all-staff communications as needed.
• Post weekly family newsletters and updates to the school website.
• Compile and distribute school information packets and communications.
• Maintain organized electronic and paper filing systems.
• Cross-train across clerical functions to ensure continuity of operations.

Communication & School Support

• Collaborate with counselors, teachers, administration, and support staff regarding enrollment, attendance, and student updates.
• Communicate student attendance information to teaching staff.
• Provide operational support that promotes efficient school functioning.
• Demonstrate professionalism, confidentiality, and cooperative workplace behavior consistent with district core values.

QUALIFICATIONS

Education & Experience

• High School Diploma or GED required.
• One (1) year of secretarial, clerical, or administrative experience preferred.
• Experience in a school setting or student information system is preferred.

Required Knowledge

• District policies and procedures.
• Student records management and confidentiality standards.
• Customer service principles and office practices.
• Basic bookkeeping and administrative processes.
• Computer applications including Google Workspace and Infinite Campus.
• Correct business English, spelling, grammar, and punctuation.

Required Skills

• Strong organizational and multitasking abilities.
• Professional communication and customer service skills.
• Accurate and efficient data entry.
• Problem solving and independent task management.
• Collaboration and teamwork.
• Commitment to equity, inclusion, and the Hopkins Public Schools mission.

PHYSICAL/MENTAL REQUIREMENTS

• Ability to work in an office setting using standard office equipment.
• Ability to sit for extended periods.
• Lift and carry up to 20 pounds.
• Communicate effectively in person and via telephone.

WORKING ENVIRONMENT

• Work performed primarily in a school office setting.
• Occasional travel to district locations may be required.

HOURS & COMPENSATION

• FTE: .50 (4 hours daily, 168 Student Contact Days)
• Hourly Rate: $18.43 – $24.14 (DOE)
• Covered under the Hopkins Clerical Agreement.
• Position specific Benefits information is available HERE
  Union Contracts, Position Handbook/Agreements are located HERE