Special Area Administrative Assistant​/Attendance

Special Area Administrative Assistant / Student Attendance

The Special Area Administrative Assistant / Student Attendance provides administrative and clerical support to the high school administration with primary responsibility for managing student attendance records and ensuring compliance with district and state attendance requirements. This position serves as a key point of contact for students, parents/guardians, staff, and outside agencies regarding attendance matters while maintaining accurate student records and supporting a positive school environment.

• Maintain accurate daily attendance records using the district's student information system.
• Process absences, tardies, early dismissals, and attendance corrections in accordance with district policies.
• Verify attendance documentation, including medical notes and parent/guardian communications.
• Monitor attendance trends and identify students with excessive absences or tardiness.
• Generate daily, weekly, monthly, and annual attendance reports for administrators and district offices.
• Notify families regarding attendance concerns and maintain documentation of communications.
• Assist with truancy prevention efforts and attendance intervention programs.

• Provide clerical support to school administrators and assigned departments.
• Answer telephones, respond to emails, greet visitors, and direct inquiries appropriately.
• Prepare correspondence, reports, forms, and other administrative documents.
• Schedule meetings, maintain calendars, and coordinate appointments as assigned.
• Maintain confidential student files and records in compliance with applicable privacy laws.
• Assist with student enrollment, withdrawals, transfers, and records requests as needed.

• Serve as the primary contact for attendance-related questions from students, parents, faculty, and staff.
• Communicate attendance procedures and district policies clearly and professionally.
• Work collaboratively with counselors, teachers, nurses, and administrators to resolve attendance issues.
• Provide excellent customer service while maintaining confidentiality and professionalism.

• Ensure attendance records comply with district, state, and federal regulations.
• Maintain confidentiality of student information in accordance with applicable privacy laws and district policies.
• Assist in preparing records for audits, state reporting, and other compliance requirements.
• Support emergency procedures by maintaining accurate student attendance information.

• Assist with office operations during peak periods and special events.
• Order and maintain office supplies as assigned.
• Perform other related duties as assigned by the principal or designated administrator.

• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Ability to maintain confidentiality and exercise sound judgment.
• Strong attention to detail and accuracy.
• Ability to manage multiple priorities in a fast-paced environment.
• Customer-service orientation with strong interpersonal skills.
• Ability to work independently and collaboratively with diverse stakeholders.
• Knowledge of school attendance policies and procedures is preferred.

Qualifications

• High school diploma or equivalent required; associate degree preferred.
• Two or more years of administrative or clerical experience, preferably in an educational setting.
• Experience with student information systems and attendance management preferred.
• Proficiency in Microsoft Office Suite, Google Workspace, and standard office equipment.
• Ability to learn district-specific software and procedures.

Physical Demands

• Ability to sit for extended periods while working at a computer.
• Frequent use of computers, telephones, and office equipment.
• Occasional standing, walking, bending, and lifting up to 20 pounds.

Working Conditions

This position is performed primarily in a high school office environment with frequent interaction with students, parents, staff, and visitors. The work schedule follows the school district calendar and may require occasional additional hours during registration, reporting periods, or special events.

EEO Disclaimer Findlay City Schools is an Equal Opportunity Employer and does not discriminate on the basis of race, color, national origin, sex (including sexual orientation and gender identity), disability, age, religion, military status, ancestry, or genetic information (collectively, "Protected Classes"). The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position.