Records Secretary - Mercury Mine ES

2026-27 Records Secretary
- Mercury Mine ES

Location:

Mercury Mine Elementary School, Phoenix, Arizona

Job : 5748186

Final date to receive applications: Posted until filled

Posted: May 29, 2026 6:00 AM (UTC)

Starting Date: Jul 7, 2026

Purpose Statement: The job of Records Secretary
- Elementary is done for the purpose of providing support to the educational process with specific responsibilities for registering students; ensuring accurate attendance accounting within the district; resolving attendance related issues; ensuring compliance with state reporting and documenting requirements; conveying attendance related information to appropriate parties; and providing general clerical support, information and/or direction as may be assigned at assigned school site.

This job reports to Principal.

• Administers first aid and prescription medications to students under the direction of a health care professional, for emergency and necessary care in compliance with established guidelines.
• Answers and initiates telephone calls for the purpose of responding to inquiries, transferring calls, taking messages, requesting information and/or conveying information.
• Attends department and/or in-service meetings for conveying and/or gathering information required to perform functions.
• Greets parents and students for the purpose of responding to inquiries and/or directing individuals to appropriate location in accordance with established building security procedures.
• Maintains a variety of manual and electronic documents, files, and records (e.g. student attendance, notification logs, student records, classified time sheets, etc.) for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements.
• Maintains automated student attendance system for ensuring accurate tracking and documentation of student attendance.
• Monitors students (e.g. bus duty, yard duty, students referred to the office, etc.) for ensuring student welfare and maintaining a secure office environment.
• Notifies parents and/or guardians of student absences for meeting district administrative requirements and mandated guidelines.
• Obtains attendance records for student entry and exit from campus during school hours (e.g. admission slips, late notices, class release forms, etc.) for ensuring accurate reporting of excused absences and truancies.
• Performs student enrollment and withdrawal activities (e.g. preparing registration packets, ensuring all forms are accurate and complete, scheduling new students, etc.) for complying with established guidelines.
• Performs general office duties (e.g. copying, faxing, data entry, filing, etc.) for supporting office functions.
• Prepares attendance-related reports and written materials (e.g. standardized/special reports, letters to parents, passes for students, incoming calls on attendance slips, etc.) for conveying information regarding school and/or district activities and procedures.
• Processes documents and materials (e.g. report discrepancies, status changes, absence verifications, student records, etc.) for disseminating information in compliance with established administrative guidelines.
• Researches discrepancies of attendance information and/or documentation for ensuring accuracy of attendance data.
• Responds to questions from a variety of individuals (e.g. staff, parents, other schools, students, etc.) for providing information and/or directions as may be required.

Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.

Skills: Operating standard office equipment and pertinent software applications; preparing and maintaining accurate records.

Knowledge: Basic math (fractions, percents, ratios); reading manuals; writing documents following prescribed formats; presenting information to others; understanding complex, multi-step written and oral instructions; codes, regulations & laws related to student attendance and registration; business telephone etiquette.

Abilities: Scheduling activities; gathering and/or collating data; using basic job-related equipment; flexibility in working with others; managing data using defined processes; operating equipment using defined methods; working with a diversity of individuals and groups; problem solving; establishing and maintaining effective working relationships; meeting deadlines; communicating with diverse groups; maintaining confidentiality; reading, writing, and communicating clearly in English.

Responsibility: Working under direct supervision using standardized routines; providing information and/or advising others; utilizing some resources from other work units as often required.

Work Environment: Physical demands include some lifting, carrying, pushing, pulling, and fine finger dexterity; generally requires 50% sitting, 25% walking, and 25% standing; hazard…