ACE - Administrative Assistant / Attendance

: JobID: 16885 Position Type: Classified Staff Date Posted: 6/5/2025 Location: ACADEMY FOR CAREER EXCELLENCE POSITION PURPOSE: Provides comprehensive administrative support to the principal, department head or other administrative personnel. (Alternate position titles include Administrative Assistant/Guidance; Administrative Assistant/Attendance; Administrative Assistant/Student Services) ESSENTIAL FUNCTIONS:

• Maintain confidentiality in all student and staff matters.
• Provide professional and courteous front-line service to students, families, and staff.
• Operate office equipment and maintain records in both digital and paper formats.
• Prioritize and manage multiple tasks in a fast-paced environment.
• Collaborate with school counselors, administrators, and student support staff to ensure smooth and effective operations.
• Adhere to all district policies and procedures.

In addition to the above general duties and responsibilities, the following are specific to the identified areas: School-based/Guidance

• Serve as the primary clerical support for the school counseling department.
• Schedule student appointments and maintain calendars for counselors.
• Assist with the preparation and distribution of academic reports, transcripts, and guidance materials.
• Coordinate and support counseling-related events such as testing, presentations, and parent nights.
• Prepare and update student files and cumulative records.

Attendance

• Monitor daily student attendance and tardies; update records promptly in the student information system.
• Notify parents/guardians of absences or tardiness as required by school policy.
• Work with administrators and student support staff to implement truancy interventions and follow-up procedures.
• Generate attendance reports for teachers, counselors, and administrators.
• Process and file attendance notes, excuse documentation, and parent communications.

Student Support

• Assist with student check-ins, check-outs, and referrals to appropriate services or staff.
• Help coordinate student behavior documentation and interventions as directed by administration.
• Maintain logs for student services (such as counselor visits, wellness breaks, or support referrals).
• Provide administrative support to student support teams, including MTSS, IEP, or 504 meetings.
• Serve as a resource to students needing assistance with schedules, records, or general school information.
• Support implementation of school-wide initiatives related to student engagement, wellness, and academic support.

Qualifications

• High school diploma or equivalent required; associate's degree or higher preferred.
• Prior experience in a school setting or with student services strongly preferred.
• Proficiency with office software and student information systems (e.g., PowerSchool).
• Strong interpersonal and communication skills.
• Ability to handle sensitive information with discretion and professionalism.
• Bilingual skills are a plus.

Working Conditions

• Office environment within a high school.
• Frequent interaction with students, staff, and families.
• Occasional lifting of materials or equipment up to 25 pounds.

ADDITIONAL DUTIES: Performs other related tasks as assigned by the Principal, Chief Officer, Superintendent or other district office administrator as designated by the Superintendent. EXPERIENCE :

• To perform this job successfully, an individual should be proficient in the use of Microsoft Office products including Word, Excel, Publisher, Outlook and PowerPoint.
• Ability to use the Internet for research applications.
• Minimum of 40 wpm.
• Must possess working knowledge of common office equipment, such as fax, copier, calculator, etc.
• Fluency in Spanish is preferred. If fluent, additional responsibilities will include translating.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential responsibilities and functions of the job and are not meant to be all inclusive. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential responsibilities and functions of the job. Unless reasonable accommodations can be made, while performing this job the staff member shall:

• Use strength to lift items needed to perform the functions of the job.

• Sit, stand and walk for required periods of time.

• Speak and hear.

• Use close vision, color vision, peripheral vision and depth perception along with the ability to focus vision.

• Communicate effectively in English, using proper grammar and vocabulary. American Sign Language or Braille may also be considered as acceptable forms of communication.

• Reach with hands and arms and use hands and fingers to handle objects and operate tools, technology equipment, computers, and/or controls.

WORK PLACE EXPECTATIONS:l

• Work effectively with and respond to diverse cultures or backgrounds.

• Demonstrate professionalism and appropriate judgment in behavior, speech, and dress in a neat, clean and professional manner for the assignment and work setting.

• Have regular and punctual attendance.

• Follow all District policies, work procedures, and reasonable requests by the proper authorities.

• As an employee of Beaufort County School District, I am to adhere to confidentiality as directed by Federal, State and Local Laws/Regulations; and in accordance with district administrative rules as it pertains to sensitive information, employee information and student information. Failure to adhere to confidentiality may result in disciplinary actions, up to and including termination of employment.

REPORTS TO: Principal DAYS PER YEAR: 190 SALARY CLASSIFICATION: Paid on the Classified Staff Salary Schedule Level 106 EMPLOYEE GROUP: Classified APPLICATION PROCEDURES: Must apply online by completing a "Classified" application and adding this specific job to your online application. FLSA STATUS: Non-Exempt EMPLOYEE'S ACKNOWLEDGEMENT STATEMENT: 1. I have reviewed the above position description and understand its contents. 2. I am aware that my position description may be revised or updated at any time and once notified of changes, I remain responsible for knowledge of its contents. 3. I hereby certify that I possess the physical and mental ability to fulfill the essential functions of the above position with or without reasonable accommodation(s). If I require accommodation(s) in order to fulfill any or all of these functions, I agree to provide information to the District regarding the requested accommodation(s). Employee's Name (Print): ___________________________________ Employee's Signature: ___________________________________ Date: __________________________ THE BEAUFORT COUNTY SCHOOL DISTRICT IS AN EQUAL OPPORTUNITY EMPLOYER