Attendance Specialist - PCN 221

Secondary Attendance Specialist

Reports to: Secondary Principal

School/Department: Assigned Campus

Pay Grade: Office Professional/CS4

Work Days: 195

Wage/hour status: Non-Exempt

Created/revised: November 2022

Primary Purpose

The Attendance Specialist, designated as lead support at the campus level in the area of responsibility, for maintaining accurate attendance records for the campus. Performs accurate data entry including attendance and Public Education Information Management System (PEIMS) related data. Position works closely with teachers to ensure attendance is appropriately taken and reported to the office. Provides office professional services for other campus team staff members as needed. in support of the on-going successful operations of the campus.

Qualifications

Education/Certification

• High school diploma or GED

Special Knowledge/Skills

• Knowledge of school district organization, operations, office administration, and administrative policies and procedures
• Knowledge and/or familiarization with district attendance policies and state attendance law
• Skill in mathematical calculations, keyboarding/data entry, and file maintenance
• Skill in gathering/organizing/interpreting/analyzing data and formulating conclusions, patterns, trends
• Skill in the use of keyboarding, Microsoft Word, Google Docs, Power Point, Excel, student systems, and web-based data management systems and software packages
• Skill in general office skills, including office management, equipment, proper telephone etiquette and organization
• Skill in document preparation utilizing proper format, spelling, grammar, punctuation, and proofreading
• Skill in processing a high volume of transactions in a fast paced and structured deadline environment
• Skill in using proper telephone etiquette and customer service techniques in a fast, friendly, and flexible manner
• Skill in presenting oral and written information in a comprehensive and organized manner to diverse audiences
• Ability to work independently, prioritize tasks and coordinate multiple projects to meet specific deadlines
• Ability to perform duties with attention to detail, speed, accuracy, follow-through, courtesy, cooperativeness and work with minimum supervision
• Ability to comprehend complex and technical information and explain clearly to a wide variety of stakeholders
• Ability to maintain confidentiality of privileged and sensitive information
• Ability to maintain professional behavior, appearance, and work ethic to represent the school district in a positive manner at all times
• Ability to maintain accurate and auditable records
• Ability to effectively organize and manage workload and meet timelines
• Ability to communicate effectively with tact and diplomacy and provide a high level of customer service to administrators, District officials, parents, and co-workers
• Ability to maintain confidentiality of privileged and sensitive information
• Ability to work collaboratively with other clerical employees
• Ability to maintain professional behavior, appearance, and work ethic to represent the school district in a positive manner at all times

Experience

• Three years clerical experience

Major Responsibilities and Duties

Student Attendance

• Maintain attendance data including accurate entry of absences into the student information system, maintenance of supporting documentation, six weeks verification, and other PEIMS related attendance requirements.
• Collect attendance and PEIMS data and verify accuracy according to prescribed procedures.
• Analyze data to identify student absentee patterns and trends.
• Assist with improving student and school attendance rates with educating staff and parents and implementing strategies as approved by the building Principal and the Data Quality Department.
• Assist parents, students, and faculty with questions regard student attendance.
• Contact parents/guardians to verify student absences as needed and report attendance problems to designated administrator.
• Maintains a variety of attendance records, schedules, and files (manual and computer) (e.g. contact and telephone logs, student attendance, etc.) for the purpose of documenting and/or providing reliable information.
• Prepares a variety of reports and written materials (e.g. passes, standardized and special attendance reports, letters to parents, etc.) for the purpose of conveying information regarding school and/or district activities and procedures.
• Maintain confidentiality of student records in accordance with federal and state law and district policy.

Records, Reports, and Correspondence

• Comply with policies established by federal and state law, State Board of Education rule and local board policy.
• Prepare correspondence, forms, reports as instructed by department administrators.
• Compile, maintain, and file all reports, records, and other documents as required.

Communication

• Maintain a positive and effective relationship with coworkers, supervisor, District officials and employees, vendors, and the general public.
• Provide outstanding customer service.
• Maintain good judgment and decision making when dealing with supervisor, co-workers, District officials and employees, and the general public.

Other

• Maintain confidentiality of privileged and sensitive information when received and distributed to appropriate designees as directed by building Principal and/or the Data Quality Department and in accordance with federal and state law and district policy.
• Attend district offered training regarding software systems and PEIMS requirements.
• Maintain an organized work environment.
• Perform other duties as assigned.

Supervisory Responsibility

• Oversee and provide work guidance of student aides

Working Conditions

Mental Demands/Physical Demands/Environmental Factors Maintain emotional control under stress.

Occasional prolonged and irregular work hours flexibility with schedule preferred Occasional overtime hours Workload is deadline driven Prolonged use of equipment and computer with repetitive hand motions Frequent contact with parents, community, and/or other district/campus employees Office atmosphere may be noisy and hectic working in enclosed areas Work with frequent interruptions during peak hiring periods Frequent sitting with moderate standing, stooping, bending, pushing, pulling, and lifting Daily attendance and punctuality are essential functions of the job

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.

Approved by Date Reviewed by Date