Attendance Secretary - East High School

Attendance Secretary - East High School

Ideal Start Date: ASAP

West Chester Area School District serves more than 12,000 students across 17 schools: 11 elementary, 3 middle, and 3 high schools. The district covers a 75-square-mile area that includes West Chester Borough and surrounding townships in Chester and Delaware Counties. The district boasts strong academic outcomes, including a 95 percent graduation rate, placing it in the top 1020 percent of Pennsylvania public school districts.

Summary:

The Attendance Secretary is responsible for maintaining accurate student attendance records, monitoring daily attendance activity, preparing required documentation, and communicating attendance-related information to students, families, staff, administrators, and outside agencies. This position provides essential administrative support to ensure compliance with district attendance procedures and applicable requirements.

Essential Duties and Responsibilities:

This list is intended to be illustrative rather than complete and serves to identify major duties and responsibilities. It does not express or imply that these are the only duties to be performed by the incumbent. The employee will be required to perform other position-related duties as assigned by the supervisor.

• Maintain a welcoming, professional, and customer-focused environment while interacting with students, families, staff, and visitors.
• Monitor and maintain daily student attendance records within the designated student information system.
• Prepare tardy and early dismissal passes and maintain related documentation.
• Follow established emergency procedures related to student attendance monitoring as directed by the designated administrator.
• Receive, review, record, and file attendance documentation, including excuse notes and vacation requests.
• Prepare official attendance records and documentation for outside agencies as required.
• Monitor the attendance phone line and respond to attendance-related inquiries.
• Prepare and distribute daily attendance reports to appropriate staff, including information related to absences, unlawful absences, unexcused tardies, excused tardies, vacations, early dismissals, nurse exclusions, and external suspensions.
• Prepare and distribute attendance notifications and letters regarding cumulative attendance concerns in accordance with district procedures.
• Coordinate with caseworkers and/or designated administrators regarding attendance violations, citations, and related communications.
• Prepare and distribute attendance records for homeroom teachers and staff as needed.
• Utilize Microsoft Office applications, including Word, Excel, and PowerPoint, as well as other district technology systems.
• Perform other duties as assigned.

Minimum Qualifications:

To successfully perform this position, an individual must be able to perform each essential duty satisfactorily. The qualifications listed below represent the minimum education, training, skills, and abilities necessary for this position.

• High school diploma or equivalent required.
• Proficiency using technology for communication, recordkeeping, and research purposes.
• Ability to effectively communicate and maintain positive working relationships with students, parents/guardians, teachers, administrators, support staff, and outside professional contacts.
• Strong organizational skills with the ability to maintain accurate records and manage multiple priorities.
• Ability to exercise sound judgment, maintain confidentiality, and handle sensitive information appropriately.

The employee must be able to:

• Use hands to finger, handle, or feel objects, tools, or controls.
• Communicate effectively through speaking and hearing.
• Sit for extended periods and occasionally stand, walk, stoop, kneel, or crouch.
• Perform tasks requiring close vision, color vision, and the ability to adjust focus.
• Lift and/or move up to 25 pounds.
• Work effectively under periods of stress related to the responsibilities of the position.

Reporting Relationships:

• Reports directly to the designated administrator
• Works collaboratively with administrators, supervisors, teachers, staff, students, families, and outside contacts to support the successful completion of job responsibilities.

Terms of Employment:

• This is a 10-month position.
• Salary (step/level placement) & Benefits are as described in the current Collective Bargaining Agreement.

Representation:

West Chester Area School District employees fall into the following groups:

• West Chester Area Education Association (Teachers, Instructional Coaches, and Long-Term Substitutes)
• West Chester Area Education Support Professionals Association (Paraprofessionals, Secretaries, Clerks, Technicians, and Specialists)
• West Chester Area School District Act 93 Administrators' Compensation Plan
• West Chester Service Support Professionals (Facilities and Operations Staff Members)
• Non-Bargaining Members (Supervisory, Technical, and Confidential Employees)

This position is represented by West Chester Area Education Support Professionals Association (Paraprofessionals, Secretaries, Clerks, Technicians, and Specialists).

Disclaimers and Affirmations

The West Chester Area School District provides equal employment opportunities to all employees and applicants for employment without regard to race, color, age, creed, religion, sex, sexual orientation, ancestry, national origin, disability, pregnancy, marital status, gender identity, or genetic information. Please refer to Board Policy 104 for further information regarding the District's commitment to Nondiscrimination in Employment Practices.

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.