Urbana School District #116
TITLE: Attendance Secretary - Middle Level
LOCATION: Urbana Sixth Grade Center
SUPERVISOR: This position reports directly to the Principal or designee.
JOB SUMMARY: The responsibility of the Attendance Secretary is to perform general secretarial and clerical duties to support the Principal or designee with all matters associated with student attendance.
ESSENTIAL FUNCTIONS: To perform this job successfully, an individual must be able to perform each essential function satisfactorily.
-
Maintain records of calls from parents/guardians regarding student absences from school.
-
Issue admit slips to students upon return to school from an absence.
-
Record and edit information on daily student attendance reports.
-
Type letters, correspondence, reports, and other documents for the administrative team.
-
Perform general secretarial/clerical work for the Principal or designee, including preparing letters and correspondence, copying, answering telephone calls, coordinating scheduling and filing.
-
Assist other staff with phone calls to parents/guardians regarding their child’s absence from school.
-
Enter student demographic data into the computer system after student registration.
-
Possess and maintain knowledge of the District’s policies and procedures pertaining to discipline.
-
Possess and maintain knowledge of the contents of the Student/Parent Handbook.
-
Make sure that referrals, detention slips, passes, and other discipline forms are stocked and ordered through the print shop at the Central Office.
-
Assist with answering the phone in the main office.
-
Do daily announcements when the Lead Secretary is absent.
-
Issue building keys to teachers.
-
Maintain a spreadsheet of all individuals and the keys they have been issued.
-
Assist in completing staff check-out procedures at the end of the year regarding keys.
-
Put together and maintain a subfolder for each teacher.
-
Manage the building’s daily absences and substitutes using the Absence Management / Aesop system.
-
Receive daily sub reports and print attendance for subs.
-
Check out keys to the subs and ensure that they return them at the end of the day.
-
Schedule subs as needed.
-
Make sure that radios for administrative and support staff are maintained.
-
Order radios, batteries, and miscellaneous parts upon administrative approval.
-
Assist with duties assigned by the administrative team.
-
Perform any and all additional duties as assigned by the Principal.
QUALIFICATIONS:
EDUCATION
-
Minimum of a High School Diploma or Equivalent
EXPERIENCE
-
A minimum of 3 years of secretarial/clerical experience is desired.
-
Experience with typing, computers, word processing, spreadsheets, and working with office equipment such as copiers and fax machines.
OTHER SKILLS AND ABILITIES:
-
Ability to communicate effectively and professionally with the public both orally and in writing.
-
Ability to maintain strict confidentiality in regard to student records.
-
Strong attention to detail and excellent organizational skills.
-
Ability to work effectively and efficiently with various personnel in the District.
-
Strong public relations skills and ability to interact with various people from diverse backgrounds.
-
Bilingual English/Spanish or English/French desired, not required.
TERMS OF EMPLOYMENT:
-
Benefit information can be found on the Human Resources webpage.
- This is not a position within the collective bargaining unit and is not an administrative position.
-
This is not an exempt position.
-
Student Contact Days and other days stipulated on the work calendar determined by the Board of Education.
-
Level II Clerical Position.
-
10 month work calendar
-
Pay range is $19.25- $19.65 per hour
EVALUATION: The performance of this job will be evaluated in accordance with the Board’s policy on evaluating support personnel.
START DATE: As soon as possible
AN EQUAL OPPORTUNITY EMPLOYER
REVISED: April 2025
