Secretary/Attendance Clerk

Office Clerk

Performs a variety of general office work including typing, filing, student records and receptionist duties in support of the school administration. Provide supplementary/supportive services to students, staff and parents. Serves as a liaison between other schools and district office, including all areas of campus activities.

Minimum Requirements:

• High School diploma or general education (GED).
• Two to four years in general office work and/or training.
• Experience in educational setting.
• Knowledge of computers.
• Ability to use an automated attendance tracking system.
• Basic math skills.
• Verbal & written communication skills and demonstrated ability to read and comprehend written/graphic and oral instructions.
• Any equivalent combination of experience, training, or education.
• Must be eligible to obtain an Arizona Department of Public Safety IVP Fingerprint Clearance Card.

Essential Duties and Responsibilities:

• Answers telephones, radios, and responds to routine questions.
• Sets appointments or routes calls to appropriate person.
• Performs duties relating to students, such as taking attendance and tardiness.
• Receives calls for bus schedule changes and other issues as they arise.
• Receives visitors, parents, and students. Answer any questions. Assist in resolving student problems.
• Maintains school/student records.
• Greets visitors, receives and distributes telephone calls, messages and mail.
• Provides information, answers questions regarding school or department.
• Composes, types, and prepares documents and related correspondence.
• Screens, sorts and distributes incoming mail and/or prepares mail for distribution.
• Attaches relevant information to mail as needed.
• Hands out or accepts forms, applications or documents.
• Copy, distribute, file and maintain schedules, forms, student cum files, logs, reports, and correspondence.
• Assists with registration, attendance, student records preparation and other specialized clerical functions and project.
• Performs attendance duties including but not limited to: entering absences on the student database, issuing admit notes to students, reviewing and checking absences, maintaining sign-in/sign-out log, informing Principal of students with high absence rates or perfect attendance, preparing and distributing daily absence verification documentation and making absence corrections.
• Assists maintaining student, correspondence files. Receives and incorporates materials into existing filing system. Searches for and retrieves information from files or from computer file in response to requests. Requests or forwards student files in accordance with District policies.
• Performs secretarial duties. Enters data into computer as required. Retrieves information including but not limited to: reports, student and teacher schedules, student absences, and class schedules.
• Creates charts, graphs, or reports for special projects as requested. Ensures that information is correct. Reconciles reports as needed. Ensures entries and withdrawals are accurate for Dept. of Education reports by reconciling the Enrollment and Withdrawal Register to the Custom Attendance Summary Report.
• Determines need to refer to school nurse. Serves as a resource to staff, students, the public and parents regarding school procedures and policies. Acts an liaison between school and community, principal, parents, staff and students.

Qualification Requirements:

To perform this successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonably accommodations may be made to enable individuals with disabilities to perform the essential functions.

Mental Tasks:

• Communicates.
• Comprehends.
• Composes.
• Evaluates written material.
• Reads.
• Performs functions from written and oral instructions.

Physical Tasks:

• Work involves the performance of duties where physical exertion is not normally required to perform all aspects of the job. Assistance is available as required to perform physically demanding tasks.
• Work involves sitting for extended periods of time, requires moving from one location to another, reaching, stooping, bending, and holding and grasping objects. Visual weakness must not prohibit the performance of assigned duties. Verbal communicative ability may be required of public contact positions.

Equipment, Aids, Tools, Materials:

• Operates standard office equipment such as computers, copiers, telephones, and fax machine.

Working Conditions:

• Indoor. Office environment. Contact with students, parents, employees and public.

Funding M&O Hourly Rate: Grade 6 Step 1-$17.25 through Step 11-$21.08 based on verified experience