Truancy Prevention Clerk - PCN 9701

Truancy Prevention Clerk

Reports to: HS Principal

School/Department: Assigned Campus

Pay Grade: Office Professional/CS3

Work Days: 187

Wage/hour status: Non-Exempt

Created/revised: November 2025

Primary Purpose

The Truancy Prevention Clerk is responsible for tracking student attendance, monitoring absences, and working directly with students and families to address attendance issues. This position will assist high schools in their efforts to increase student attendance rates for students to return back to school. 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 basics mathematical calculations, keyboarding/data entry, and file maintenance
• 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

• Two years clerical experience. Work experience in a juvenile compliance/law enforcement environment addressing youth violations helpful.
• Bilingual in Spanish preferred.

Major Responsibilities and Duties

Student Truancy & Other Related or Non-Related Student Attendance 1. Assist with student's identified as no shows, chronic absenteeism, drop outs:

• Make daily phone calls to parents/guardians
• Send letters to parents/guardians of students who are not attending school
• Link students to campus resources that can assist students with overcoming obstacles to attending school (e.g. Counselor, At-Risk Counselor, AP's, etc.)
• Create and oversee parent/student/campus attendance contracts

2. Assist with the district truancy process and notify the Associate Principal of Operations with names that need to be submitted to the court system:

• Track the status of TRIAD referrals (ensure referrals have taken place)
• Track the status of home visits with the Humble ISD PD
• Manage each student folder to ensure the proper documentation is included (and within timelines) so it can be submitted to the court

3. Monitor and generate daily attendance reports to identify students who are not attending school and add names to monitor lists to ensure proactive measures can be implemented to improve student attendance.

4. Interpret and communicate compulsory attendance laws and school/district policies to parents/guardians and students.

5. Interpret and communicate seat makeup time processes and be able to explain to parents/guardians.

6. Identify incentive programs that can be implemented on campus to reward and encourage student attendance.

7. Compile, maintain, and file student documentation, reports, records, and other documents as required.

8. Document student withdrawals by creating a withdrawal form that reflects the instructional setting and location (e.g. the new school the student is going to) where the student is intending to enroll; Include as many phone numbers as possible.

9. Attend truancy meetings and professional development offered by the district/campus/outside providers and participate in campus attendance committees.

10. Track the daily attendance percentage for the campus; document the trends across the school year.

11. Assist campus by providing information that can be shared with parents/guardians on social media outlets regarding attendance and the importance of attending school.

12. Maintain confidentiality of student records and all related records and documents in accordance with federal and state law and district policy.

Records, Reports, and Correspondence 1. Comply with policies established by federal and state law, State Board of Education rule and local board policy.

2. Prepare correspondence, forms, reports as instructed by department administrators.

3. Compile, maintain, and file all reports, records, and other documents as required.

Communication 1. Maintain a positive and effective relationship with coworkers, supervisor, District officials and employees, vendors, and the general public.

2. Provide outstanding customer service.

3. Maintain good judgment and decision making when dealing with supervisor, co-workers, District officials and employees, parents, students, and the general public.

Other 1. 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.

2. Demonstrate effective interpersonal skills through communications with students, parents, community, and staff.

3. Attend meetings and professional development as required or to enhance knowledge, skills, and abilities and remain current on new and emerging technologies and innovations.

4. Attend training on various software/hardware that is being supported by Humble ISD and maintain a working knowledge of the same.

5. Perform other duties as assigned.

Supervisory Responsibility 1. None

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 Requires performing tasks mostly standing, walking, bending, stooping and sitting Work location assigned requires physical presence in office 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