Secretary II, Attendance

Secretary II, Attendance

The attendance secretary is responsible for all student attendance data and tracking; coordinates school responsibilities related to state truancy laws and attendance communication; and acts as a liaison between principal(s) and staff, students, parents/guardians, and the community, providing clear communications as directed by administration.

A secretary hired for this assignment may perform all or some of the responsibilities defined below.

• Be thoroughly familiar with the operation of the school
• Greet visitors, staff, and students both in person and via phone, in a friendly and professional manner
• Respond to questions and requests from staff, students, parents and supervisors in a positive and professional manner both in person and via phone providing a high level of customer service
• Be thoroughly familiar with attendance laws, along with district policies and procedures
• Record, maintain, and generate accurate reports regarding attendance
• Arrange contact with parents/guardians of absent students, including automated calls
• Provide daily attendance reports to administrators
• Process truancy petitions and correspondence
• Assign student lockers
• Coordinate with Alternative Learning Experience (ALE) programs regarding shared students
• Maintain current student attendance information in student records management database and student cumulative and confidential files
• Train and supervise student office assistants
• Supervise, monitor, and support students, including before and after school, recesses, and lunch
• Assist with student attendance incentives
• Support school office and provide coverage as needed
• Edit, design, and distribute communications
• Perform all clerical work as assigned by the principal(s) and/or counselor(s)
• Establish and maintain electronic and manual filing systems, following state records retention guidelines
• Investigate and resolve discrepancies and problems in student records database
• Use two-way radios to maintain contact within building as needed
• Operate office equipment, including copy machines, computers and printers
• Update and maintain building website and calendars
• May provide support for after-hours events as needed
• Provide a high level of customer service
• Handle confidential information with integrity and discretion
• Other duties as assigned

Each of the positions at the specific school serves as one unit of the whole team, and as such, is subject to assignment to tasks in other areas as directed within the classification.

Ability to independently make decisions that align with district policy and administrator expectations

Ability to organize and accomplish a variety of responsibilities independently with limited direction, often under stressful conditions and with regular interruptions

Maintain an attitude of helpfulness, flexibility, and professionalism, and provide excellent customer service to students, staff and public in a confidential and ethical manner

Ability to work collaboratively as part of the school office team and maintain positive relationships with students, parents, co-workers, and patrons

Ability to maintain confidentiality

Ability to supervise and interact with students in a positive and professional manner

Ability to remain calm in times of high stress

Possess clerical skills with solid technology background, including Google Drive, database management and Microsoft Office proficiency (Word, Excel, Outlook, and Publisher); proficiency with Skyward preferred, including the ability to create and modify documents and to adapt to new technologies

Ability to operate standard office equipment

Respect confidential nature of student information and avoid sharing of information regarding students

Must have knowledge of, or demonstrated ability to learn, district-approved record keeping and reporting systems

Demonstrated ability to work with people in a positive manner

Must demonstrate effective organizational skills and demonstrate ability to effectively meet timelines

Required to work independently, potentially under stressful conditions with frequent interruptions

Required to work with a wide range of vendor, staff, student, and public behaviors and needs in a positive and service-oriented manner

May experience shifts in work schedule according to district needs

May occasionally deal with distraught or difficult students, staff and/or members of the public

Ability to lift up to 45 pounds

Amount of sitting, standing and walking may vary depending on assignments. Generally, the job requires 60% sitting, 20% walking, and 20% standing.

The usual and customary methods of performing the job's functions require the following physical demands: the employee frequently will stand and walk and use hands for repetitive grasping and significant fine finger dexterity. The employee is frequently required to sit, bend at neck and back, use hands to push/pull and lift/carry; squat, kneel, climb stairs or ladders, reach overhead, lift overhead, and knee stand.

Must have a high school diploma or equivalent

Secretarial…