Attendance/Clerical Assistant Pool (ELEM & MS)

Administrative Assistant

Greets all visitors in a friendly manner and assists them with their needs. Answers telephone, screens calls, takes accurate and reliable messages, routes them to appropriate staff, answers routine inquiries, and schedules appointments as requested.

Assists with collection and organization of information about individuals through records, previous schools, transfer grades, tests, interviews and professional sources. Assists with processing student transfers to/from another school; completes family data information with proof of address; registers new students, issues computer number and assists in issuing permits and excuses to students. Accurately writes, types, or enters information into computer to prepare correspondence or documents as requested; copies information from one record to another. Makes copies of correspondence, records or other documents and printed materials; verifies legibility; types labels and reports and files correspondence. Assists in maintaining records and files as assigned. Retrieves records as needed; extracts files and/or information as authorized, keeps record of material removed, and ensures that documents are returned to file in proper order. Searches for information contained in files; inserts additional data in file records; keeps files current; removes files upon request/authorization. Complies with all record management procedures; transfers files to warehouse at end of each fiscal year. Assists in filling official requests such as public information requests according to Public Information Act and Board Policy as requested by Supervisor/Principal.

Maintains inventory of departmental forms and supplies. Proofreads records or forms; counts, weighs, or measures material.

Stamps, sorts and distributes incoming mail; prepares outgoing mail, addresses envelopes or packages. Prepares material for distribution to staff members as instructed by Supervisor; prepares materials to be distributed with ample time. Accurately prepares/types necessary reports and/or forms as required by the Supervisor/Principal and submits them on time. Issues absence slips and verifies reasons for absences. Establishes procedures and assists in issuing permits and excuses to students who are absent. Checks In/Checks Out students and parents' verifications. Maintains records for all incoming students; processes students transferring to another school by making copies of Academic Achievement Records and completing the family data information with proof of address. Verifies new student's records from previous schools and requests official records and transfers grades. Registers new students and issues them a computer number. Withdraws students. Assists in registration procedures. Makes absence verification calls to parents. Assists in checking unauthorized absences for each period of the day. Prepares all attendance reports to meet local, state and federal requirements and profiles for student/parent/court requests. Coordinates visiting teaching referrals. Prepares data for court referrals and hearings. Prepares attendance awards and certificates list preparation. Types attendance warning letters and drop letters.

Identifies truancy problems and reports to administrators. Assists in preparing class rolls and six weeks attendance reports.

Maintains sorts and files student's records and monitors for accuracy. Prepares and enters student attendance information in the student information system. Prepares teachers packets. Demonstrates ability to work well with students, co-workers, and administration in a positive productive manner. Adheres to District policies and guidelines. Follows established safety procedures and techniques to perform job duties. Maintains confidentiality and a high level of ethical behavior as is expected of all District employees. Maintains professional growth by attending in-service and meetings as requested/required and on time. Performs any other duties as assigned by the Supervisor/Principal.