Administrative Assistant I/Attendance Clerk

Administrative Assistant I/Attendance Clerk

The Administrative Assistant (I) to the Director or Principal performs clerical, operational, and confidential administrative work; requires a broad knowledge of the organization and regulations affecting the school or department; and can communicate and interact equitably and effectively with both internal and external customers. Works with school staff, parents, and students to improve student attendance. Performs a variety of duties in accordance with policy set forth by the Virginia Department of Education records and maintains daily student attendance records. Maintains a safe and secure school environment via visitor and volunteer electronic management system.

Essential Functions:

• Maintain a high volume of contact by telephone, email, and in person with students, parents, and staff.
• Retrieve and distribute mail, supplies, and materials.
• Serve as the receptionist for visitors, deliver messages, and refer visitors to appropriate personnel.
• Customarily and regularly exercises discretion and independent judgment in handling routine problems and questions.
• Organize and maintain the filing system according to standard filing procedures, and at times, according to local, state, or federal guidelines.
• Assist with maintaining school and student records.
• Assist with programs regarding the operation of office equipment.
• Assists with the inventory.
• Maintain the confidentially of reports, records, and personal experiences of a private nature regarding students, staff, and patrons.
• Performs other duties as assigned.
• Collects daily attendance records from teachers and oversees the digital management system that records attendance and related information, such as truancy, tardiness and early dismissals.
• Prepares official attendance reports in accordance with district and state policies and procedures.
• Communicates attendance policy and handles correspondence to parents of students who have excessive absences.
• Answers phone calls regarding student attendance in a pleasant, professional manner for the purpose of providing information.
• Collaborates with parents, teachers, and other school staff to reconcile attendance issues to include collection of excused absences from school.
• Responsible for informing school principal, teachers, and parents about attendance concerns and potential truancy issues.
• Completes truancy referrals and conducts parent conferences as required by the Virginia Department of Education.
• Participates in Juvenile and Domestic Relations Court truancy hearings.
• Records visitors and volunteers to maintain accurate record of building occupancy.
• Greets all visitors, students, and teachers courteously, determines their needs, checks appointments and directs or escorts them to the proper person.
• Oversees Raptor and general screening and checking-in of visitors to the building.
• Assists principal and other administrators with security-related and attendance-related tasks as needed or directed.
• Answers phone calls as needed

Lynchburg City Schools Competencies:

• Honesty
• Integrity
• Ethical
• Equity Minded
• Emotional Intelligence
• Cultural Competence
• Safety
• Quality
• Models Excellent Customer Service
• Thinks Strategically
• Shows Initiative
• Acts Decisively
• Communicates Effectively
• Works Collaboratively
• Resolves Conflict Proactively
• Technical Capabilities
• Computer Literacy
• Data Analysis and Management
• Fiscal Planning and Management
• Project Management
• Strategic Planning

Education and Experience:

• High School Diploma or Equivalent
• Bilingual candidates are desirable
• Prior experience working with children preferred

Knowledge, Skills and Abilities:

• Knowledge of and experience with the Lynchburg City Schools organization, policies, and practices preferred
• Knowledge and understanding of effective organizational and communication practices
• Knowledge and understanding of accurate and effective record-keeping and time management
• Knowledge and understanding of Microsoft Office and Google Suite and ability to learn new technical programs/practices and office productivity applications as needed
• Knowledge and understanding of equitable practices that create a safe, inclusive, and supportive environment for LCS staff, students, families, and community members.

Supervisory Responsibility: None

Travel Requirements:

• Reliable transportation, is necessary
• Minimal travel within the City of Lynchburg as needed
• Minimal travel outside of the City of Lynchburg as needed

Work Environment and 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 essential functions. While performing the duties of this job, the employee is required to frequently stand; sit; walk; talk or hear; use hands to finger, handle, type, or feel; and stoop, kneel, or crouch.

Other Duties:

• Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

AAP/EEO Statement:

• LCS is an EEO/Affirmative Action Employer and does not discriminate based on age, race, color, religion, gender, sexual orientation, gender identity, gender expression, national origin, protected veteran status, disability or any other legally protected status.

Salary:

Please refer to LCS Employee Pay Scales found here: