Administrative Assistant - Attendance

Owasso Public Schools; Owasso (OK); On-site; USD 32,000 - 38,000; Full time

Job summary

Owasso Public Schools seeks an Administrative Assistant - Attendance to maintain accurate daily attendance and support enrollment processes across school sites.

The role requires strong attention to detail, discretion with confidential information, and effective communication with families and staff. The position focuses on attendance capture, record processing, and the preparation of quarterly reports within a collaborative team environment.

Qualifications

• Ability to communicate effectively with faculty, staff, students, and parents.
• Proficiency with standard office software and record-keeping systems.
• Demonstrated ability to handle confidential information with discretion.

Responsibilities

• Takes attendance each hour throughout the day.
• Maintains and processes records.
• Keeps daily student enrollment count.
• Manages new enrollments and withdrawals; processes transfers.
• Confirms student absence with parents.
• Generates quarterly and accreditation reports.
• Assists with scheduling parent/teacher conferences.
• Assists in distributing and organizing student records.

Skills

Communication skills

Computer literacy

Independent worker

Team player

Confidentiality

Education

HS Diploma

1 year experience

Job description

JOB TITLE: Administrative Assistant - Attendance

REPORTS TO: Principal

FLSA STATUS: Non-exempt

SALARY SCHEDULE: Full-time / 190 days

APPROVED BY: Human Resources

APPROVED DATE: 10/22/2024

SUMMARY: Keeps an accurate count of students enrolled at all times by maintaining State mandated student attendance records and reports.

Essential Functions

• Takes attendance each hour throughout the day
• Establishes, maintains, and processes records
• Keeps daily student enrollment count
• Keeps accounting of new student enrollment, withdrawals, and no show list
• Assists with new student enrollment
• Processes student withdrawals
• Confirm student absence with parent
• Requests and sends student cumulative and confidential records
• Runs quarterly reports and sends to the Office of the Superintendent
• Assists the principal with accreditation reports
• Verifies and collates all intra and inter school transfer information
• Performs first aid and assists with dispensing with medication when the nurse is unavailable
• Greets and assists any visitor, student, or teacher in a polite and efficient manner
• Politely answers the telephone and takes appropriate messages
• Receives and announces after school instructions, and writes bus passes for students
• Assists in scheduling parent/teacher conferences
• Compiles Reports including Quarterly Reporting and Accreditation report.
• Assembles packets for the beginning of the year enrollment
• Responsible for requesting records on new students and mailing out records on withdrawn students
• Sorts incoming mail and distributes to appropriate teachers and staff
• Responsible for sending all 5th grade confidential records to the 6th Grade Center at the end of the year
• Develops cooperative and functional relationships with district staff and the public; maintains consistent and punctual attendance; insures job responsibilities are met competently and within established deadlines
• Assists with special projects
• All other duties as assigned by the administrator

Supervisory Responsibilities

None

QUALIFICATION:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION And/or EXPERIENCE

• High School Diploma or equivalent
• One (1) year of experience in closely related field preferred

KNOWLEDGE/SKILLS/ABILITIES

Computer literate. Ability to follow all district policies and procedures. Ability to work independently, displaying initiative and enthusiasm for the tasks being done. Demonstrating strong communication skills, orally and in writing, with faculty, staff, team members, and administrators. Ability to work without supervision, and work as a team player. Ability to document records accurately. Ability to manage confidential information in a manner that respects students, families, and employees. Ability to listen effectively.

LANGUAGE SKILLS:

Ability to read and interpret general written instructions in English language. Ability to effectively communicate with supervisor, school personnel, and co-workers.

MATHEMATICAL SKILLS:

Ability to perform basic math functions such as addition and subtraction.

REASONING ABILITY:

Ability to apply common sense understanding to carry out written and oral instructions. Ability to define problems, collect data, establish facts, and draw valid conclusions.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee regularly is required to sit for long periods of time, stand, and walk.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Typical office environments. The noise level in the work environment is usually quiet.