Secretary, Parent Assistance and Engagement

Position:
Secretary, Parent Assistance and Engagement

PRIMARY PURPOSE

Facilitate the efficient operations of the parent assistance and engagement department and provide secretarial services to the department of parent assistance and engagement and the attendance officer. Manage confidential information and frequent contact with all levels of district personnel, outside agencies and the public.

QUALIFICATIONS

Education/Certification:

* High school diploma

* Advanced clerical training courses preferred

Special Knowledge/

Skills:

* Possess demonstrated skills in computer applications such as Microsoft Office (Word, Excel, Power Point and Publisher)

* Excellent communication, interpersonal and organizational skills

* Possess demonstrated bookkeeping skills and file maintenance

* Knowledge of school district organization and operations preferred

Experience:

* Three years or more of advanced secretarial experience in a public education environment preferred.

MAJOR

RESPONSIBILITIES AND DUTIES:

* Organize and manage the routine work activities of the parent assistance and engagement office.

* Provide general secretarial support to the parent assistance and engagement office and the attendance officer of the district.

* Assist in the response to concerns or complaints from parents or community and route to the Director of Alternative Education and Student Services for timely resolution.

* Assist in compiling parent contact log information for preparing various reports for the parent assistance and attendance department.

* Perform routine bookkeeping tasks, including arithmetic operations required to maintain the budget for the parent assistance and attendance officer departments.

* Input all departmental requisitions into district program, including coding and budget manager approval, to expedite the ordering process.

* Maintain files for the office of parent assistance and engagement and function as the department's Records Management Liaison.

* Organize and manage daily data entry tasks as assigned by attendance officer.

* Serve as bilingual interpreter if qualified.

* Serve as McKinney-Vento liaison for the district.

* Assist in answering concerns from parents about attendance of their children.

* Assist in the research of attendance concerns utilizing attendance software programs provided.

* Provide student information to attendance officer while conducting home visits.

* Maintain office data files for homebound students.

* Coordinate and schedule meetings for the attendance officer.

* Coordinate and provide required paperwork for attendance meetings.

* Utilize district attendance software to access warning letters and contracts for distribution.

* Provide effective communication to parents of students who demonstrate characteristics of chronic absenteeism.

* Assist the attendance officer in communicating with students, parents, and staff on attendance policy.

* Schedule appointments and make travel arrangements for the parent assistance and attendance staff.

* Maintain confidentiality of information for all areas of the department.

* Perform miscellaneous office typing (i.e., memos, letters, forms, graphs, charts, agendas, meeting minutes).

* Design and create brochures and pamphlets for special district events or for informative purposes.

* Duplicate and route departmental mail and informative correspondence to the designated personnel.

* Promote positive school/community relations.

* Maintain all office equipment in assigned area of responsibility.

* Assist in the planning and preparation of budgets for the parent assistance and attendance departments.

* Greet visitors and respond to routine inquiries from staff and public.

* Maintain employee time-clock records on a weekly schedule and provide accurate information to the payroll department as needed.

* Maintain an accurate accounting of all employee absences, as needed.

* Provide all completed forms and information required by the personnel and payroll departments.

* Maintain special event transactions, including preparing statements for billing, processing payments, and maintaining ledger.

* Keep informed of and comply with all state and district policies and regulations concerning job…