Attendance Secretary- Middle School
Job Title: Attendance Secretary Middle School
Education: High school diploma and specialized vocational experience in or after high school in computers and basic office skills.
Training or Experience Required: 6 months to 1 year of secretarial experience. Some computer experience is helpful.
Special Skills, Knowledge, Abilities:
Communication Skills (oral, written, or business): Basic communication skills to exchange information give/receive simple instructions and respond to inquiries. Includes filling out forms.
Communicates on the phone in clear, grammatically correct English.
Data Recording/Record Keeping: Performs data recording/record keeping operations determining what changes need to be made to existing records, including computerized records.
Mathematical Skills: Performs routine computations requiring a knowledge of addition, subtraction, multiplication and division using whole numbers, fractions, decimals and/or percentages.
Reading and Interpreting: Reads and interprets routine written or printed material.
Business Machines (like computers, copiers, etc.): Uses business machines that can be easily learned from manuals or verbal instructions. Such machines include but are not limited to photocopiers, microfiche readers, CRT/computers and multi-line telephone consoles.
Office Filing and Retrieving: Responsible for establishing and/or maintaining an existing filing system.
Typing Skills: Typing at 40 WPM at 90% accuracy required.
Reports To: Principal
Job Goal (Purpose of Position): Performs semi-skilled level secretarial duties under general supervision to assist in the efficient functioning of the school. Works with parents, children, faculty, and other schools and departments to monitor student attendance and to assist with other clerical concerns. An incumbent in this position will follow generally standardized operating policies and procedures. On occasion will have to interpret policies and procedures.
Contact with Others: An incumbent in this position has regular contact by telephone or in-person with the public to determine actual information needed.
Other Performance Measures:
Successful performance of the job requires good customer service/people skills to resolve problems and provide information as requested. It requires following school dress standards, proper attendance or leave policies, and other work-habits concerns. Creativity, initiative, and effective problem solving are important to the success of the position.
Essential Job Functions:
1. Effectively manages all communications between students, parents, school personnel, and other staff especially as it relates to student attendance and other counseling concerns.
2. Inputs attendance information into computer (absences excused or unexcused, check in and out, ISS, parent contacts, and other duties as assigned.
3. Assists with registrar's function including enrolling or withdrawing students, creating/preparing student files including immunization records, etc. Obtains books and other school property. Makes file for new students and properly inputs address and other pertinent data into computer.
4. Checks students in and out of school. Sends messages to students as requested by parents. Notifies teachers of in school and out of school suspensions and appropriate assignments for those missing school. Sends for homework for those missing school.
5. Types on computer, word processor, or typewriter from rough draft. Compiles and assists with preparing documents, reports and communications.
6. Receives and directs visitors, handles telephone calls, and provides assistance or technical information concerning policies, procedures, and other details. Takes and delivers messages. May assist in opening and distributing mail. May backup any other clerical position in the school.
7. May assist with getting substitutes. Inputs data into manual or electronic records concerning attendance of staff and students and other information.
8. May operate two-way radio/intercom to dispatch information.
9. Organizes and maintains various files including confidential and tickler files.
10. Schedules meetings and makes sure all information and arrangements are completed.
11. Operates modern office equipment including a computer and must be able to input attendance information.
12. Performs other clerical functions like replenishing office supplies and tests; duplicating material; taking student ID pictures; assigning busses to students; updating bulletin boards; and keeping reception area presentable.
13. Supervises Office Aides/Assistants. Gives new students a map of the school, their schedules and assigns a student aide to show them around.
14. Performs other secretarial duties as assigned.
Supervision exercised: An incumbent may supervise Office Aides/Assistants.
Physical/Mental Requirements and Working Conditions:
Other than those physical/mental requirements included within the essential functions: Must be able to communicate on the radio and telephone. Must be able to lift 40 pounds. This is a shared office environment.
Terms of Employment:
Contract length: 200 Days
Work Schedule: 7.5 hours per day
Salary Schedule: Secretary 2