Administrative Assistant - Attendance- High School - 2025-26 School Year

Job Title:           Administrative Assistant - Attendance (High School)

Salary Index:    Administrative Assistant Salary Scale https://www.fluco.org/o/fcs/page/salary-scales

Term:                11 month 

Reports To:       Principal

FLSA Status:     Nonexempt 

Contact for Interview and Hiring: Margo Bruce, Principal, mbruce@apps.fluco.org 

SUMMARY

Assist the school administration with all aspects of student attendance documentation and correspondence. Performs secretarial duties in the high school by performing the following duties. 

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

• Uses, coordinates, and inputs PowerSchool data.
• Composes, or transcribes from rough draft, correspondence, bulletins, memorandums, and other material. 
• Compiles and files student grade and attendance reports and other school records.
• Maintain and update student attendance records in the school’s student information system.
• Process and verify daily attendance, including absences, tardies, and early dismissals.
• Generate and distribute attendance reports for teachers, administrators, and district personnel as required.
• Follow up on unverified absences by contacting parents/guardians via phone or email.
• Work with teachers to ensure accurate recording of student attendance.
• Ensure compliance with district and state attendance policies.
• Prepare attendance reports for district and state reporting purposes.
• Notify parents/guardians of excessive absences and tardies per school policy.
• Issue attendance letters, truancy notifications, and other attendance-related documents.
• Assist parents and students with attendance-related inquiries.
• Collaborate with counselors, social workers, and administrators to address chronic absenteeism.
• Assist in tracking and processing truancy cases in collaboration with school administrators.
• Prepares and keeps a record of daily attendance and assigns student passes.
• Works collaboratively with stakeholders to facilitate attendance plans and meetings. 
• Assist in checking in late-arriving students and issuing tardy slips.
• Process and file excused absence notes and medical documentation.
• Maintain confidentiality of student records and comply with FERPA guidelines.
• Assist with front office duties, including answering phones and greeting visitors, as needed.
• Greets visitors, determines the nature of business, and directs visitors to their destination. 
• Talks with students encountering problems and resolves or directs students to other staff. 
• Answer telephone to provide information, take messages, or transfer calls. 
• Accepts and deposits funds for lunches, school supplies, and student activities.
• Assists with school messenger notifications and other social media platforms.
• Provides alternative coverage in office, classroom, and clinic with all duties as assigned. 
• Other duties as assigned.

QUALIFICATIONS  

• To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.The requirements listed below are representative of the knowledge, skill, and/or ability required.Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Thorough knowledge of standard office practices, procedures, equipment and secretarial techniques along with business English, spelling and arithmetic. Ability to interpret and apply policies and procedures. Ability to type at a reasonable rate of speed (To be determined by administration). Ability to establish and maintain an effective working relationship with others and the ability to meet the public effectively. Strong organizational, human relations, and communications skills.   

EDUCATION and/or EXPERIENCE.

• High school diploma or equivalent required; associate’s degree preferred.
• School related experience preferred with strong organizational and time-management skills.
• Experience in clerical or administrative work, preferably in an educational setting.
• Proficiency in Microsoft Office, Google Suite, and student information systems 
• Excellent verbal/written communication skills with the ability to handle sensitive student information
• Bilingual skills (preferred but not required). 

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. 

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common

fractions, and decimals.  Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

REASONING ABILITY

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram,or schedule form.

CERTIFICATES, LICENSES, REGISTRATIONS

Valid Virginia Driver’s license  

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 this 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 frequently required to sit; use hands to handle or feel; reach with hands and arms; and talk or hear.  The employee is required to stand; walk; and stoop, kneel, crouch, or crawl.  The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.  Specific vision abilities required by this job include close vision, distance vision, color vision, and ability to adjust focus. 

WORK ENVIRONMENT

The work environment characteristics described here 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.  The noise level in the work environment is usually moderate but can vary. 

TERMS OF EMPLOYMENT

11 month contract. 

EVALUATION  

Performance on this job will be evaluated in accordance with school board policy and administrative

regulations on evaluation of classified personnel.