Attendance Secretary

JOB TITLE: ATTENDANCE SECRETARY

DEPARTMENT: School Office Administration

REPORTS TO: Principal

FLSA STATUS/CLASSIFICATION: Non-Exempt; Level 3

SUPERVISORY DUTIES: None

APPROVED ON: 02/14/2023

SUMMARY:  Monitors the attendance of students at assigned school, maintains attendance files and facilitates the efficient operation of the attendance or front office at assigned school; processes student records/files/enrollment; and serves as an information resource to students, staff and parents regarding attendance policies and practices. 

ESSENTIAL DUTIES & RESPONSIBILITIES:

• Responsible for all student attendance record keeping at assigned school site

• Reviews attendance records to identify students with excessive absenteeism and tardiness
• Investigates student absences, tardiness and attendance problems and may arrange conferences with appropriate students and parents to discuss attendance
• Confers with, and advises parents and students of school and district attendance policies; initiates daily parent phone calls on all absent and unexcused students
• Sends required letters to parents for excessive absences
• Reviews and verifies submitted student absence notes/documentation.  Determines validity and if absence is excused or otherwise.  Issues admit slip for class when appropriate
• Receives absence calls from parents.  Displays courtesy and professionalism when dealing with parents, students and the public. Completes and inputs phone absence reports from answering machine and daily received phone calls

• Compiles all required attendance reports. Reviews and maintains all required documentation; inputs attendance information using computerized system including attendance from campus check in/out logs, guidance office logs and health office logs  
• Responsible for attendance tardy referrals; completes discipline referral and/or suspension notices 
• May answer incoming calls and assist with front counter duties; meets and directs visitors
• Verifies information and follows up regarding student emancipation
• Adjusts schedules for all students with early dismissals; directs students to counselors when appropriate
• Makes phone contact with parents, probation officers, caseworkers and Yavapai detention center 
• Makes phone contact with special services and S.E.A.S., as necessary
• Processes all open enrollment forms; maintains current information on numbers of students attending on open enrollment status 
• Registers all incoming students and maintain accurate class lists and school records
• Maintains accurate cumulative files for each student
• Maintains inactive files for current location and tracking of all files sent to other district locations  
• Follows State Laws and District policies regarding retention of inactive files

KNOWLEDGE, SKILLS & ABILITIES:

• Ability to operate standard office equipment
• Ability to communicate effectively verbally and in writing
• Ability to do detailed mathematical computations
• Ability to maintain confidentiality
• Produce accurate work and complete assignments with minimal supervision
• Ability to apply common sense understanding to solve practical problems and deal with a variety of situations
• Ability to work cooperatively and courteously with staff, students, parents and community members
• Knowledge of applicable Federal and State laws, district procedures and Board policies
• Ability to handle confrontation and conflict without an emotional response

QUALIFICATIONS & REQUIREMENTS: 

Education & Experience: 

• High School diploma or equivalent
• 1 year previous school attendance experience preferred
• Any equivalent combination of training, education and experience that meets minimum requirements
• Criminal justice/Fingerprint clearance

Computer Proficiency:  Demonstrated general proficiency in computer programs such as Microsoft Excel, Word and Google Suite.

PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is required to reach with hands and arms. The employee is frequently required to sit and occasionally stand and walk. The employee may be required to move ten pounds and could occasionally lift or move up to twenty-five pounds.   

WORK ENVIRONMENT:

Indoor office environment. This position regularly works indoors. The noise level in the work environment is generally quiet to moderate and may become excessively noisy at times. Will have contact with employees, external agencies and the public.

Disclaimer: The duties and responsibilities identified in this position description are illustrative only and are in no way intended to be a complete list of activities that may be required of an incumbent. The information contained in this job description is for compliance with the American Disabilities Act (ADA) and is not an exhaustive list of duties performed for this position.  Additional duties are performed by the individual currently holding this position and additional duties may be assigned.