Position Title: Middle School Attendance Secretary
Immediate Supervisor: Associate Principal
Job Summary/Goal: Responsible for providing clerical support, student supervision and serves as a liaison between Administration and community officials, students, staff and parents.
Essential Duties and Responsibilities:
Essential Duties and Responsibilities:(Other duties may be assigned.)
- Directly supervise students reinforcing productive student behavior and interacting with students in a positive manner in the attendance office and school.
- Answer and screen incoming telephone calls from community officials, students and parents.
- Maintain strict confidentiality and project a professional image when handling sensitive and confidential situations and information.
- Enter and compile accurate data to comply with financial, legal and/or administrative requirements.
- Create and maintain manual and electronic documents, file and record data to provide up-to-date reference and audit trail.
- Compose a wide variety of documents (e.g. correspondence, agendas, reports, etc.) to communicate information to school and district personnel, the public, state officials, etc.
- Supervise "In School Suspension" students and implement District behavior management techniques as assigned/needed.
- Research and ensure validity of attendance calls.
- Utilize independent judgment to determine excused/unexcused student absences.
- Maintain relevant student attendance records and compile reports from database as directed.
- Ensure the validity of identification and student release documentation.
- Work directly with community officials (Probation Officers, DHS, etc.) to provide and receive confidential student information.
- Track "no contact orders" and respond appropriately to requests, etc.
- Assist in student search procedures as directed.
- Gather relevant information for investigations.
- Assist with compliance documentation for State and Federal Reports.
- Manage the front office area.
- Answer routine inquiries from inside and outside the school district.
- Prepare and submit relevant reports and provide current documents and information to Administration.
- Perform clerical functions such as typing letters and memos, posting/distributing information, faxing/e-mailing information.
- Handle incoming/outgoing mail; answer routine correspondence.
- Maintain office filing system.
- Compose and type billing requisitions.
- Coordinate Administrator schedules as needed.
- Demonstrate regular and reliable attendance.
- Perform other duties as directed.
Professional Standards:
1. Quality of Work (Work is correct, precise, and neat; confidentiality is maintained, as job requires; work product presents positive/professional appearance.)
2. Quantity of work (The amount of work performed is evidence of high productivity; industrious; carries fair share of work load; seeks additional tasks.)
3. Knowledge of job (The job and job-related responsibilities are well understood and reflected in job performance; exhibits continuous improvement and ongoing learning.)
4. Creativity/Problem Solving (Offers new ideas; suggests innovative and better ways of performing necessary tasks.)
5. Interpersonal Skills (Works collaboratively with others; courteous; polite; pleasant; promotes positive image in contacts with co-workers and district's customers.)
6. Dependability (Completes work in a timely fashion; reliable; punctual; consistent attendance; stable and calm in a crisis or an emergency; works independently.)
7. Professional Appearance (Dress is acceptable for the job; appears clean, well-groomed and"professional.")
8. Organizational Skills (Exhibits ability to prioritize work; organizational skills enhance job productivity.)
9. Technical Skills (Exhibits proficiency in and uses required computer applications to maximize efficiency.)
10. Written/Verbal Communication (Convey information and ideas accurately and clearly to meet the needs of the reader, transfers thoughts and ideas into speech and presents clearly.)
11. Managing Change/ Adaptability (Demonstrates good understanding of organizational changes and communicates support for such change.)
12. Professional Approach(Professional, positive, and helpful approach with customers. Displays loyalty toward the organization. Demonstrates a capacity to understand customer (internal and external) requirements and produces a professional level of service that is satisfactory.)
13. Flexibility (Demonstrates openness to new organizational structures, procedures, technology. Willingly takes direction and will modify one's preferred way of doing things.)
Supervisory Responsibilities:
Student supervision
Minimum Education or Experience:
High School Diploma
Administrative and/or secretarial training and/or two+ years equivalent experience.
Prior Administrative Assistant experience preferred.
Prior office management and/or project coordination experience preferred.
Prior experience managing multiple budgets.
Licensure or Certification:
n/a
Knowledge, Skills and Abilities:(To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed here 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.)
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Capacity to read and process complex material and compose clearly written communications.
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Excellent organizational and time management skills.
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Ability to maintain a high level of confidentiality in daily operations.
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Above average communication skills (written, verbal, etc.) and the ability to work effectively with students, employees, administrators and the public.
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Convey a positive, professional, and helpful image.
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Possess a high level of interpersonal skills and demonstrate poise, tact, and diplomacy to handle sensitive and confidential situations.
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Working knowledge of a variety of computer software applications in word processing, spreadsheets, database and presentation software (MS Word, Excel, Access, PowerPoint, etc.).
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Continual attention to detail in composing, typing, and proofing materials, establishing priorities and meeting deadlines.
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Must be able to work in a fast-paced environment with demonstrated ability to juggle multiple competing tasks and demands.
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 regularly required to stand, walk, speak, sit, and hear. The employee is regularly required to make keyboard entries in a computer and must have manual dexterity required to use the telephone, calculator, and a computer keyboard/mouse. Employee will sit for long periods of time. The employee is occasionally required to reach with hands and arms, stoop kneel, or crouch. Specific vision abilities required by this job include close vision and depth perception. The employee is occasionally required to lift and/or move up to 50 pounds. A physical examination is required within 30 days of employment verifying that the employee is physically able to perform the functions of the assigned job with or without reasonable accommodations.
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.)
Tobacco-free and drug-free, climate controlled working and learning environment. Noise level in the work environment is usually moderate; however, due to the number of persons working in a limited amount of space, there can be distractions. Position demands meeting deadlines with severe time restraints.
The statements in this job description are intended to describe the general nature and level of work being performed by individuals assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel in this position. These statements are not intended to limit or in any way modify the right of any supervisor to assign, direct, and control the work of employees under his or her supervision.
The Linn-Mar Community School District shall provide equal opportunity to employees and applicants for employment in accordance with applicable equal employment opportunity and affirmative action laws, directives, and regulations of federal, state, and local governing bodies. In employing individuals, the District will consider the qualifications, credentials, and records of the applicants without regard to age, color creed, national origin, race, religion, marital status, sex, sexual orientation, gender identity, physical attributes, genetic information, physical or mental ability or disability, ancestry, political party preference, political belief, military status, socioeconomic status, pregnancy, or familial status.
