Office Specialist - Jefferson Elementary School

Job Title

Responsible for recording, maintaining, and disseminating accurate student and school information. Registers students, documents enrollment, and maintains daily attendance records to ensure reliable data for district, state, and federal reporting. The role also provides information and assistance to students, parents, and staff, and performs a variety of clerical and administrative duties in support of school operations and assigned personnel.

Key Responsibilities:

• Respond to inquiries from students, staff, parents, district personnel and general public in a courteous manner to provide information and/or direction regarding school/district programs
• Process documents and materials to register and assign new students and withdraw students
• Add/delete and maintain all student-related data in the district Student Information System (SIS); maintain required district, state, and federal paper documentation
• Maintain accurate student attendance records by collecting, recording, and posting attendance data in the district's computerized student information system; review and correct daily attendance reports to ensure data integrity and compliance with district reporting requirements.
• Provide required student information to appropriate site, district, or departmental personnel in accordance with established procedures and confidentiality guidelines. (ex: MTSS team, McKinney Vento, Teacher)
• Receive and direct U.S. and district mail, packages, and district-approved community correspondence to the appropriate staff or departments
• Serve as back-up to the school secretary for the district's employee timekeeping system
• Serve as the school's main telephone contact, receiving and directing calls from the public; communicate with parents regarding student absences and input attendance information into the student information system, documenting reasons such as appointments, illness, or other excused absences
• Send out messages and announcements to parents and guardians using the district's notification system
• Maintain accurate student enrollment records by compiling and updating the master roster used to support daily attendance tracking and reporting
• Confer with students and parents/guardians regarding attendance and tardiness
• Maintain accurate electronic student attendance records by recording, verifying, and updating attendance data in the district's student information system
• Communicate with administrators and the attendance team regarding students with excessive absences; prepare and distribute attendance correspondence and letters as needed
• Assist visitors with check-in procedures through the district's digital visitor management system
• Maintain records of students out of class for authorized school activities and keep daily check-in and check-out logs for all students entering or leaving campus
• Work cooperatively with school administration and health office staff regarding students who are absent due to long-term medical issues, students sent home sick, or students requiring discipline entry
• Perform a variety of diverse clerical tasks (typing, filing, copying, scheduling, recordkeeping, etc.) for assigned personnel, including assisting with parent tours
• Participate in on-going training to maintain and improve job skills
• Regular and on-time attendance required
• Assist with printing student badges using the district's digital student ID system
• Assists with other assigned duties as appropriate to the area of assignment and Mesa Public Schools

Required Qualifications:

• High School education or equivalent
• Minimum one year clerical experience
• Communicate effectively (written and verbal) with students, teachers, parents, district personnel and general public; to be tactful and diplomatic at all times; to maintain confidentiality

Preferred Qualifications:

• Experience with district based student database Synergy
• Experience in attendance record keeping preferred; knowledge of school policies helpful

Skills & Competencies:

• Models the attributes and skills of the MPS Portrait of a Graduate
• Demonstrates commitment to the MPS Promise that every student is known by name, served by strength and need, and graduates ready for college, career and community
• Ability to perform data-entry tasks efficiently and with minimal errors
• Computer proficiency to include use of basic software applications
• Ability to operate general office equipment
• Ability to utilize district communication platforms; operate scanner and interpret results
• Ability to organize, to prioritize and to meet deadlines with an accurate attention to detail while working with frequent interruptions and minimum supervision
• Ability to manage multiple tasks and priorities in a fast-paced environment

Work Environment & Physical Requirements:

• Indoors, in a standard office within a elementary school
• Fast paced, especially during student arrivals, departures, and school events
• Frequent contact with students, parents, teachers, and administrators
• Daily use of computers, office software, fax machines, copiers, and phones
• Mostly seated while working at a desk, but may stand or walk around the office or school
• Occasionally lift and carry office supplies or small packages (typically up to 25 pounds)

Equal Opportunity Employer Statement:

Mesa Public Schools is an equal opportunity employer and complies with all applicable federal, state, and local laws regarding equal employment opportunity and anti-discrimination. The District strictly prohibits and does not tolerate discrimination against employees, applicants, or any other covered persons because of race, color, religion, creed, national origin or ancestry, ethnicity, sex (including gender, pregnancy, sexual orientation, and gender identity), age, physical or mental disability, citizenship, past, current, or prospective service in the uniformed services, genetic information, or any other characteristic protected under applicable federal, state, or local law.

Applicants and employees may contact Human Resources to request reasonable accommodations needed to perform the essential functions of this position.