The Data/Attendance Secretary - Elementary is the main contact for student records, including attendance, discipline and emergency contact information. This position is responsible for registering and withdrawing students, and ensuring that class lists are current, and may assign new students to classrooms. Additionally, this position is responsible for recording and tracking attendance records for students as well as greeting guests cordially, making them feel welcome in the school and ensuring that their needs are met.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. This list is meant to be representative, not exhaustive. Some incumbents may not perform all the duties listed while in other cases related duties may also be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
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Responsible for greeting students, staff, parents, community members, and other visitors upon their entrance to the building. Also answering incoming telephone calls, providing accurate information, directing calls to others, and taking messages.
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Responsible for reviewing, accepting and processing student on-line registrations and withdrawals.
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Responsible for intake and export of student files to and from various districts.
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Responsible for generating standardized or designing custom data reports from District's current Student Information System.
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Responsible for assisting parents with the creation and activation of online parent view accounts. Assist parents with online registration forms.
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Responsible for recording and tracking attendance records for students using the District's current Student Information System.
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Make phone calls to verify student absences.
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Responsible for producing daily attendance reports.
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Participate and prepare reports for the building attendance team.
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Responsible for submitting, tracking and maintaining Becca records.
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Responsible for processing student registration and withdrawals.
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Responsible for McKinney Vento student intake and maintenance of records.
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Responsible for recreating the master schedule in the student information system including calendar, bell schedule, and period definitions.
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Generate and print report cards.
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Assist parents in using online ParentVue accounts.
OTHER RESPONSIBILITITES
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Assist with other office duties.
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Assist in processing student discipline communication between building administration, parents, and central office staff.
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Maintain volunteer records, ensuring that background checks have been performed and cleared.
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Assist with health room coverage when health room staff is not available to include caring for ill children, complete accident reports, administering medications, and provide first aid, ensuring that a parent or guardian is called when necessary and to pick up student when applicable.
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Maintain preschool registrations which may include tuition-based programs and wait lists.
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Multilingual staff member may be asked to translate within their scope of work
REQUIRED QUALIFICATIONS:
Education and Experience
High school diploma or equivalent
Two (2) years data processing and secretarial experience
ADDITIONAL REQUIREMENTS:
Proficiency with Microsoft WORD and EXCEL
Positive evaluations
PREFERRED QUALIFICATIONS:
Experience in a Student Information System
CONDITION OF EMPLOYMENT:
Criminal background clearance
Valid Washington State Driver's license
Work scheduled hours on a consistent basis
KNOWLEDGE OF:
School board policies and procedures
McKinney Vento guidelines
Microsoft WORD and EXCEL
District's Student Information System
Database Management
District Choice Enrollment policy
ABILITY TO:
Organize and perform job responsibilities efficiently and independently without close supervision and able to pay strict attention to detail
Demonstrate basic knowledge of modern technology and willingness and ability to increase knowledge to proficiency
Speak, read and follow written or verbal communications
Exhibit proper telephone etiquette
Practice effective safety and security within individual work routines
Remain flexible; able to cope with frequent interruptions as part of a daily routine, multitask and shift priorities to meet required deadlines.
Develop and maintain positive customer relations with staff, students, parents, and the public in a multicultural and multiracial community
Cope with and assist angry or distraught students, parents, and other community members.
Work collaboratively with district staff and promote teamwork with co-workers.
Practice ethical and professional standards of conduct including the requirements of confidentiality
Be fair and consistent with all students
Resolve routine problems and make decisions within established parameters
Abide by Federal Way Public Schools' Policies and Procedures
Perform the essential functions of the job with or without reasonable accommodations
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES RELATED TO CULTURAL COMPETENCE AND EQUITY:
Knowledge/awareness of own cultural identity and how this influences behavior, and desire to learn about the cultural identity of others.
Ability to establish and nurture an environment that promotes cultural competence and equitable treatment of staff, students, and patrons of the District.
Ability to understand and hold self and others accountable for promoting the Federal Way Public Schools' commitment to "Each Scholar: A Voice. A Dream. A Bright Future."
Ability to recognize that each person is a unique individual even as we celebrate their group cultural heritage.
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 will regularly stand and walk, bend neck and back, use hands for repetitive grasping and pushing/pulling. The employee will frequently be required to sit for extended periods of time and use a computer screen and keyboard. The employee may occasionally be required to squat, kneel, and use hands for fine manipulation, climb stairs/ladder, lift and reach overhead, and lift/carry. The employee must regularly lift/carry up to 5 pounds and must frequently lift /carry up to 15 pounds. The employee will occasionally lift/carry a maximum of 25 lbs. The employee is occasionally required to push/pull a maximum weight of 200 pounds.
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.
While performing the duties of this job, the employee regularly works in indoor conditions and regularly works near video display. The noise level in the work environment is usually moderate. The position regularly deals with frequent interruptions, demanding deadlines, and occasionally deals with angry and distraught employees, students, and community members.
WORK SCHEDULE
This position typically works, 8 hours per day, Monday through Friday, 220 days.
REPORTING RELATIONSHIP
This position reports to and is evaluated by building principal or designee. This position may receive some direction and setting of priorities from the Office Manager.
REPRESENTATION
Federal Way Education Association Education Support Professionals (FWEA-ESP).
LEVEL OF COMPENSATION
Level 05 FWEA-ESP Salary Schedule.
This position includes the following benefits prorated based on FTE Medical, dental vision, sick and vacation leave, life insurance, professional development dollars, retirement.
CLASSIFICATION HISTORY
Updated 7/2016
Updated FWEA ESP job review 11/2019
Disclaimer
The preceding list is not exhaustive and may be supplemented as necessary. The statements contained herein reflect general details as necessary to describe the principal functions of this job, the scope of responsibility and the level of knowledge and skills typically required but should not be considered an all-inclusive listing of work requirements, skills or duties so classified. All personnel may be required to perform duties outside their normal responsibilities from time to time as needed.
All employment open positions are made available on a nondiscriminatory basis without regard to race, color, creed, religion, sexual orientation, national origin, gender, age, disability or veteran status.
Job descriptions are written as a representative list of the ADA essential duties performed by the entire classification. They cannot include, and are not intended to include, every possible activity and task performed by every specific employee.
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