Attendance Clerk/Counseling Secretary - Middle School

ITASCA ISD

Job Title: Secretary, MS Attendance & Counselor - Duty Days: 202

Reports: Principal/Counselor - Pay Grade: 4

Dept/School: Designated Campus - Pay Schedule: Clerical/Paraprofessional/Aux

Wage/Hour: Non-Exempt - Date Revised: April, 2026

Primary Purpose

The Specialist is for tracking and managing student attendance, ensuring compliance with state regulations and proactive communication with families as well as the administrative assistant for the campus counselor. Accurate Data Management, Compliance, and Family Outreach. The role is vital to the emotional and academic success of our students.

Qualifications

Education/Certification

• High School Diploma or equivalent; specialized training in administrative/clerical work is a plus.

Special Knowledge/Skills

• Proven ability to work accurately with large volumes of data and a strong attention to detail.
• Proficiency with Student Information Systems (SIS) such as PowerSchool, Skyward, Infinite Campus, etc.
• Advanced knowledge of Google Workspace, Microsoft Word, and Excel, and file maintenance skills
• Excellent and highly effective organizational, communication, interpersonal skills and math skills
• Excellent phone etiquette and ability to communicate clearly and empathetically with parents regarding sensitive attendance matters.
• Knowledge of state/district attendance and truancy regulations is highly desirable.
• Must possess personal qualities related to respect for the rights and confidentiality of others.

Experience

• 3 years secretarial experience, preferably in a public education setting; one-year clerical experience

Major Responsibilities

Attendance Tracking

• Daily collection and entry of all student attendance data into the Student Information System (Ascender) from teacher rosters.
• Ensure that all Subs have rosters ready at the beginning of the day and that they know their schedule for the day.
• Also ensure that teachers take attendance in a timely manner
• Process and verify absence documentation (doctor's notes, parent notes, emails); designate absences as excused or unexcused per district policy.
• Generate and/or verify weekly and monthly attendance reports for the principal and district office.
• Monitor student sign-in/sign-out sheets for accuracy and process early dismissals/tardies. Assist parents and retrieve students by checking out early or checking in late.

Compliance & Reporting

• Identify and track chronic absenteeism (truancy) and habitual tardiness, including initiating Principal Plans, assigning them, contacting parents, and tracking completion
• Initiate and follow the district's truancy intervention process, including generating letters to parents and scheduling meetings
• Maintain accurate and compliant attendance records for audits and state reporting purposes.
• Keep a log of parent contacts and documentation.
• Ensure the campus has an Attendance Committee and prepare the documents and narratives to convene the Attendance committee to determine whether to award or deny credit based on absences at the end of each semester.

Communication & Outreach

• Respond to parental inquiries regarding attendance policies and reporting procedures.
• Collaborate with school counselors and SRO on cases of persistent or concerning attendance issues.
• Contact parents/guardians by phone or email for students marked absent.
• Act as the secondary liaison between the Principal, Counselor, staff, parents, students, and district office.
• Assist with security measures to welcome guests to the campus. (Scan IDs, generate temporary badge, allow entry after security has been checked)
• Maintain professionalism and help create a positive, welcoming environment in the office

Record Keeping

• Track assigned discipline for Cell Phone Violations, ID Violations and tardies. Enter discipline into Discipline calendar as needed.
• Manage Counselor's calendar, schedule appointments with students, staff, parents, parent/teacher conferences, and all meetings
• Assist with contacting parents to establish TCHATT or gain parental permission for counseling access
• Maintain the organization of student counseling records and privacy
• Assist counselor with specialized needs of students (clothing, medical, food)
• Manage and schedule Counselor's calendar, schedule appointments for students, staff, parents, parent/teacher conferences, and other meetings

Counseling Support

• Assist with preparation for counseling lessons and programs
• Assist with pulling reports for grades, honor rolls, attendance concerns, and contacting students and parents.
• Assist the counselor with any other projects or needs

Specialized Access & Supports

• Ascender: Access to Attendance application and reports, and Grade Reporting application for student schedules (Individual Maintech/Schedule Inquiry); Verkada: Access to Campus camera systems and alerts, access to speakers for entry
• Thrillshare: Access to be able to post to email, Facebook, and to view campus Apptegy Rooms

Professional Conduct

• Demonstrates ability to remain calm and withstand pressures.
• Demonstrate the flexibility to changes in routine and adapt quickly to changing situations.
• Reliable and responsible attendance and punctuality
• Demonstrates respect, courteousness to peers and visitors and assist fellow workers willingly.
• Avoid speaking ill of the district and district personnel.

Other

• Maintain confidentiality for student attendance, counselor and any district digital or manual records. And/or district information.
• Report to work in a timely manner according to assigned schedule.
• Participate in professional development to improve skills related to job assignment
• Perform other duties as assigned by the supervisor or other administrator that are consistent with general requirements and qualifications for the position.

Supervisory Responsibility: None

Working Conditions

Mental Demands/Physical Demands/Environmental Factors

The working conditions described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions and expectations.

Tools/Equipment Used: Standard office equipment including personal computer and peripherals; printer, copier, fax machine, shredder, calculator, telephone, electronic mobile devices, projector and display monitor

Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting; Motion: Repetitive hand motions, frequent keyboarding and use of mouse; occasional reaching; Vision Abilities: Close vision and color vision; Lifting: Occasional light lifting and carrying (10-50 pounds); Environment: Occasional districtwide travel; occasional statewide travel; Mental Demands: Work with frequent interruptions; maintain emotional control under stress; able to work with demands of deadlines