Student Services and Supervision Secretary

Job Description

Job Description

About us: Banning Lewis Preparatory Academy, serving grades 6–12, is one of two campuses (Banning Lewis Ranch Academy-K–5 is the other), is a tuition-free public charter school authorized by District 49, proudly serving the Banning Lewis Ranch community and surrounding neighborhoods in northeastern Colorado Springs.
Our mission is to create a safe, supportive environment where students thrive academically and develop the skills, character, and mindset necessary to effectively engage with the world.
Position Overview

The Student Services & Student Supervision Secretary provides comprehensive administrative and clerical support for the Student Services and Student Supervision Departments. This position assists with attendance management, discipline documentation, student records, behavior tracking, supervision logistics, family communication, and daily operational functions that promote a safe, organized, and positive learning environment.

Key Responsibilities

Student Services Support

● Provide administrative support to the Assistant Principal of Student Services.
● Maintain confidential student discipline records and documentation.
● Process behavior referrals, suspension paperwork, restorative practice documentation, and parent correspondence.
● Schedule parent conferences, student meetings, manifestation determination meetings, attendance conferences, and intervention meetings.
● Assist with student enrollment, withdrawals, and records requests.
● Prepare reports and maintain documentation for state and school compliance.

Student Supervision Support

● Provide administrative support to the Assistant Principal of Student Supervision.
● Assist in coordinating campus supervision schedules, lunch duty, hallway supervision, and special event coverage.
● Maintain student behavior tracking systems and intervention records.
● Assist with student check-in/check-out procedures and supervision documentation.
● Support investigations involving student misconduct by organizing documentation and maintaining confidential records.
● Coordinate communication related to student behavior expectations and supervision procedures.

Attendance Management

● Maintain accurate daily attendance records.
● Process absences, tardies, early dismissals, and attendance corrections.
● Contact families regarding attendance concerns and verification of absences.
● Assist with truancy documentation and attendance intervention efforts.
● Generate attendance reports for administration and state reporting.

Student Records & Data Management
● Maintain accurate and confidential student records.
● Update demographic, enrollment, emergency contact, and attendance information.
● Process cumulative record requests and transfers.

● Ensure compliance with FERPA and school record retention requirements.
● Verify the accuracy of student data within the Student Information System.

Family & Student Communication
● Serve as a welcoming point of contact for students and families visiting Student Services.
● Respond professionally to phone calls, emails, and in-person inquiries.
● Communicate attendance, discipline, supervision, and student services information to families.
● Assist families in understanding school procedures and available resources.

Administrative & Operational Support
● Prepare letters, reports, forms, spreadsheets, and other documents.
● Manage calendars and schedule meetings for Student Services and Student Supervision administrators.
● Assist with filing, scanning, copying, and electronic document management.
● Support school-wide testing, safety drills, assemblies, and student events.
● Order and maintain office supplies for the department.
● Perform other duties as assigned by administration.

Commitment to School Climate and Culture

The Student Services & Student Supervision Secretary is a vital member of the administrative team and plays an essential role in fostering a safe, organized, and student-centered school environment. Through professionalism, confidentiality, excellent customer service, and efficient organizational support, this position helps ensure consistent implementation of student support systems, behavioral expectations, attendance procedures, and school safety initiatives.

Required Qualifications
● High school diploma or equivalent required.
● Experience in clerical, administrative, customer service, or school office roles.
● Proficiency in Microsoft Office Suite, Google Workspace, and student information systems.
● Ability to maintain strict confidentiality in accordance with FERPA.

Preferred Qualifications
● Experience working in a middle or high school office.
● Experience with Infinite Campus or a comparable Student Information System.
● Knowledge of attendance, discipline, student supervision, and enrollment procedures.
● Experience supporting school administrators.

Skills & Competencies
● Excellent organizational and multitasking skills.
● Strong verbal and written communication abilities.
● Professional customer service skills when working with students, parents, and staff.
● Strong attention to detail and accuracy.
● Ability to maintain confidentiality and professionalism.
● Ability to prioritize competing tasks in a fast-paced school environment.
● Strong problem-solving and interpersonal skills.
● Ability to work independently while collaborating with multiple administrators.