Attendance Secretary

Attendance Secretary

The attendance secretary inputs attendance data on all students and staff members, maintains required attendance records, and prepares related reports.

Essential Duties and Responsibilities

• Greet and assist parents and students who come to the Attendance Office.
• Create a positive and welcoming environment for all visitors, staff, and students.
• Daily input student attendance data into school data base (absences, tardies, early dismissals, reasons for absences).
• Process records, and file parent messages in regards to students' attendance (via personal contact, phone, voice mail, email and written note); verify information as necessary with follow-up contact to parent.
• Sign students in and out of school; prepare and file "Admit" or "Early Dismissal" slips.
• Locate, send for, or send messages to students as requested by parents (for dismissals) or administrative staff.
• Monitor attendance each block to identify discrepancies and possible class cuts; distribute list of "missing" students to staff and administrators; forward follow-up information to appropriate personnel.
• Print daily attendance report for School Attendance Officer and assist Attendance Officer in contacting parents and verifying student attendance and reasons for absences.
• Compile and submit required monthly and year end student attendance and enrollment reports. (Required enrollment reports: each day for first 10 days of school, September 30, March 31;
  Required attendance reports: students with three or more unexcused absences (each nine weeks), year end student profiles, SACS data, semester and year end perfect attendance)
• Provide guidance to staff with regard to use of Aesop (attendance program) and PCPS policy application, i.e. bereavement rules, liberal sick leave, etc. Reconcile on a daily basis.
• Monitor daily teacher attendance.
• Greet and sign-in all substitutes. Compile and submit substitute payroll information.
• Collect, maintain records, and submit supplemental and/or hourly payroll to Central Office.
• Maintain the highest level of confidentiality when dealing with students and employee issues/information.
• Serve as "issuing officer" for Work Permits for the Department of Labor.
• Prepare and type newsletters, handbooks (summer), reports etc.
• Operate office machines and systems. (copier, fax, phones, etc.)
• Train and supervise office assistants.
• Inform the administrative staff promptly of potential problems.
• Assist in Front Office during summer months
• Assist in organizing and staffing Orientation program.
• Assists other office clerical staff as necessary.
• Performs other duties as may be assigned by the superintendent, or designee.

Qualifications

Ability to work effectively with staff, students, parents, and supervisory staff.

Ability to communicate effectively orally and in writing.

Effective computer skills with proficiency in electronic mail, Excel, and Google software.

Ability to operate basic office machines such as a copier, fax, postage meter, and multi-line phone system.

Ability to meet multiple deadlines, handle multiple tasks, and work under pressure.

Ability to organize and improve job functions.

Education and/or Experience

High school diploma or equivalent.

Business or computer courses and/or prior school or secretarial experience preferred.

Language Skills

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of parents or public.

Reasoning/Other Abilities

Ability to apply common sense understanding to carry out simple one-or two-step instructions. Ability to deal with standardized situations with only occasional or no variables.

Physical Demands

Work involves limited physical tasks and may involve infrequent operation of office equipment. Above-average amount of walking, bending, standing, stooping, and lifting in an office environment.

Work Environment

The work environment characteristics are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Evaluation

Performance on this job will be evaluated in accordance with school board policy and administrative regulations on evaluation of classified personnel.