TAZEWELL COUNTY PUBLIC SCHOOLS POSITION DESCRIPTION

GENERAL DEFINITION AND CONDITIONS OF WORK

The Administrative Assistant for Attendance plays a critical role of ensuring accurate attendance records and facilitating communication between the school and families regarding attendance. This position contributes to the school’s efforts to improve attendance rates and student success. Daily phone calls to parents, monitor academic performance of students in relationship to attendance, schedule attendance counseling team meeting (ACT), file truancy petitions, monitor daily absences including check in/check out, and write daily excuses following the Tazewell County Public School’s attendance policy. Collaboration with the Supervisor of Truancy and Distance Learning and School Counselors. Attention to detail, strong organizational skills, and effective communication with students, parents and school staff. Maintains attendance records, assists with attendance-related procedures, and providing administrative support to the school.

This is a three-year grant funded position through the Virginia All-In Plan for chronic absenteeism.

ESSENTIAL FUNCTIONS/TYPICAL TASKS

The minimum performance expectations may include, but not limited to, the following functions/tasks:

• Records accurately and maintains daily attendance records for students using the school’s attendance management system;
• Monitors and follow-up on student absences, tardiness, and early dismissals;
• Identifies patterns of chronic absenteeism and truancy and notify the school personnel as necessary;
• Generates daily attendance reports for school administration;
• Acts as the primary point of contact for parents and guardians reporting student absences and tardiness;
• Communicates attendance related matters to parents through phone calls, emails, and written correspondence;
• Communicates with parents or guardians regarding unexplained or excessive absences, and requests written excuses as needed;

• Collaborates with school personnel to address chronic absenteeism and truancy issues;
• Collaborates with teachers and other school staff to verify attendance discrepancies and resolves issues;
• Ensures the accuracy and confidentiality of attendance records;
• Compiles and maintains attendance related reports, including daily attendance summaries and monthly reports for school and district use;
• Assists in maintaining and updating student information in the school’s student information system;
• Prepares attendance related reports as requested by school administration and the district;
• Ensures the confidentiality and security of attendance data in compliance with data privacy regulations;
• Knows the attendance policy for the division, Virginia state laws, and regulations to govern attendance, and ensures compliance;
• Provides support to students, parents, and school staff regarding attendance policies and procedures;
• Helps students and parents understand attendance expectations and policies;
• Works with teachers and school staff to address attendance related concerns and inquiries;
• Provides general clerical support to the school office, including answering phones, directing visitors, and assisting with administrative tasks as needed;
• Assists in maintaining and organizing school records, forms, and files;
• Supports the school’s administrative staff;
• Uses attendance software and other relevant computer applications to track and manage attendance data efficiently;
• Assists teachers and administrative staff in using technology to submit attendance information accurately;
• Supports attendance improvement programs and initiatives developed by the school and division;
• Collaborates with attendance counselors to facilitate interventions for students with chronic absenteeism;
• Attends training sessions and workshops to stay updated on attendance related laws, policies and best practices;
• Seeks opportunities for professional growth and skill development;
• Assumes duties as directed by the building administrator or Supervisor of Truancy and Distance Learning.

KNOWLEDGE, SKILLS AND ABILITIES

    Proficiency in computer applications. Experience with student information systems, data
    entry and record keeping preferred. Familiarity with Virginia’s compulsory education laws
    and attendance regulations is required. Confidentiality and professionalism in handling
    sensitive attendance information. Attention to detail and the ability to maintain accurate
    records. Strong organizational and data management skills. Effective communication skills,
    both written and verbal. Prior experience in a school setting or a similar administrative role
    is a plus. Customer service oriented approach when dealing with students, parents and staff.

EDUCATION AND EXPERIENCE

    High school diploma or equivalent; some college coursework preferred.

SPECIAL REQUIREMENTS

• Regular and consistent attendance
• Good moral character

PHYSICAL DEMANDS/REQUIREMENTS

This is sedentary work requiring stooping, kneeling, crouching, reaching, pulling, routine lifting up to approximately 20 pounds, grasping, and repetitive motions; vocal communication is required for expressing or exchanging ideas by means of the spoken word, and conveying detailed or important instructions to others accurately, loudly, or quickly; hearing is required to perceive information at normal spoken word levels, and to receive detailed information through oral communications and/or to make fine distinctions in sound; visual acuity is required for preparing and analyzing written or computer data, operation of machines, and determining the accuracy and thoroughness of work. Regular hours based on the school’s schedule, with occasional evening or weekend responsibilities for school events.

EVALUATION

Building Administrator and Supervisor of Truancy and Distance Learning

Approved by Tazewell County School Board 9/10/2007