SCHOOL SECRETARY/ATTENDANCE CLERK

Full-time 10 month position

Please visit and complete the Classified Job Application from our website: https://www.cjsd.k12.az.us/page/human-resources

SUMMARY: Performs office and functions to ensure effective school communications; monitors student attendance, student records/files/enrollment and general record keeping and data entry.

ESSENTIAL DUTIES & RESPONSIBILITIES:

• Ensures that all memos, letters, school-wide communications, or other documents are distributed to be sent home to families
• Type, proofread, edit and prepare for mailing correspondences, memos and other written materials related to work function
• Receives incoming phone calls and greets and directs visitors to classrooms and other areas of the school
• Collect Athletic Packets from students and distributed forms to proper recipients
• Responsible for all student attendance record keeping
• Reviews attendance records to identify students with excessive absenteeism and tardiness
• 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. 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
• Maintains accurate cumulative files for each student
• Maintains inactive files
• Follows State Laws and District policies regarding retention of inactive files
• 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 and inputs into student management system
• Follows proper protocols for the withdraw of students, including transferring of student records
• Assigns students to homerooms
• Assist with setup of student report cards for teachers
• Assist with class schedules and create classes/sections as needed
• Process and post field trips to master calendar upon receiving signed field trip request forms.
• Post grades and print reports cards quarterly as needed.
• Order, create and print various certificates, plaques and other materials for all school functions
• Review and print breakfast and lunch menus for distribution
• Maintains and is charged with ensuring all copiers are working properly within the school
• Process Special Education Records Request
• Record and Maintain Special Education Program Rosters
• Schedule Special Education Parent Meetings and Notices
• Fill in for the Health Aide upon request as needed
• Other duties as assigned

KNOWLEDGE, SKILLS & ABILITIES:

• Ability to operate standard office equipment
• Ability to communicate effectively verbally and in writing
• Ability to do perform multiple clerical functions simultaneously
• Ability to do 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
• 2-3 years previous school office experience preferred
• Experience with various modern office equipment and systems
• 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 Outlook.

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.

Job Type: Full-time

Pay: $17.00 - $19.71 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Work Location: In person

Salary : $17 - $20