Attendance Clerk (Part-Time)

Foundation For Hispanic Education; San Jose (CA); On-site; USD 42,000 - 56,000; Part time

Benefits offered by this job

None

Job summary

The Foundation For Hispanic Education is seeking a dependable Attendance Clerk to support front office operations and maintain accurate student attendance records. This role collaborates with the Principal, teachers, students, and families to ensure compliance with attendance policies and foster a positive school culture.

Key duties include front desk duties, enrollment support, attendance input in the student information system, and communication with families regarding absences, while

Qualifications

• At least two (2) years of experience, preferably in an administrative or office support role within a school setting
• High School Diploma or GED
• Proficient in computer use with strong skills in Microsoft Office; experience with QuickBooks or similar programs is a plus
• Knowledge of basic office management principles and organizational practices
• Familiarity with PowerSchool is an advantage
• Ability to follow directions, take initiative, and work independently
• Bilingual in Spanish

Responsibilities

• Operate the front desk; greet and interact with parents, students, staff, visitors, clients, and vendors in a friendly, professional, and welcoming manner
• Support new families with the enrollment process, including completion of registration documents
• Provide and complete withdrawal documents for families transferring out
• Schedule new enrollment appointments in coordination with the Office Manager
• Maintain visitor logs and student sign-in/sign-out logs
• Stay informed of school programs and communicate effectively with all stakeholders
• Attend office collaboration meetings and designated professional development sessions
• Provide, receive, and track lunch forms, enrollment forms, work permits, and process student transcript requests
• Update student cumulative folders as needed
• Support hallway and front desk operations when students are called out between classes
• Serve as a source of information and support for new students and families
• Accurately collect, input, and monitor daily student attendance in the student information system
• Contact parents/guardians regarding unexcused absences and track tardies and truancy
• Issue tardy passes to students and follow up on excessive absences
• Work closely with families on attendance matters to ensure student success
• Collaborate with the Office Manager and school staff to streamline attendance reporting processes
• Maintain confidentiality in compliance with FERPA and HIPAA guidelines
• Coordinate with The Foundation staff to ensure timely and accurate submission of attendance data
• Arrange for substitute teachers as needed
• Answer incoming phone calls and take messages as part of daily front office responsibilities
• Provide project-based support to staff, including assistance with graduation ceremonies and other student-centered activities

Skills

Google Workspace

Microsoft Office

PowerSchool

Bilingual English/Spanish

Written communication

Analytical thinking

Problem-solving

Verbal communication

Education

High School Diploma or GED

Tools

PowerSchool

Job description

Description

The Foundation for Hispanic Education (TFHE) is seeking a dependable, detail-oriented, and service-driven Attendance Clerk to support front office operations. This position plays a critical role in maintaining accurate student attendance records and providing administrative support to school staff. The Attendance Clerk collaborates closely with the Principal, teachers, students, and families to ensure compliance with attendance policies and to contribute to a positive, college-going school culture. This individual demonstrates professionalism, a commitment to student success, and helps advance the mission of the school through effective communication and organizational skills.

DUTIES AND RESPONSIBILITIES:

The Attendance Clerk is primarily responsible for accurately collecting, recording, and monitoring student attendance. This position plays a key role in supporting the school’s educational services by assisting the administrative team and managing a variety of front office functions. The Attendance Clerk serves as a welcoming presence at the front desk, interacts professionally with all stakeholders, and contributes to a positive school environment. Duties include, but are not limited to:

• Operate the front desk; greet and interact with parents, students, staff, visitors, clients, and vendors in a friendly, professional, and welcoming manner
• Support new families with the enrollment process, including completion of registration documents
• Provide and complete withdrawal documents for families transferring out
• Schedule new enrollment appointments in coordination with the Office Manager
• Maintain visitor logs and student sign-in/sign-out logs
• Stay informed of school programs and communicate effectively with all stakeholders
• Attend office collaboration meetings and designated professional development sessions
• Provide, receive, and track lunch forms, enrollment forms, work permits, and process student transcript requests
• Update student cumulative folders as needed
• Support hallway and front desk operations when students are called out between classes
• Serve as a source of information and support for new students and families
• Accurately collect, input, and monitor daily student attendance in the student information system
• Contact parents/guardians regarding unexcused absences and track tardies and truancy
• Issue tardy passes to students and follow up on excessive absences
• Work closely with families on attendance matters to ensure student success
• Collaborate with the Office Manager and school staff to streamline attendance reporting processes
• Maintain confidentiality in compliance with FERPA and HIPAA guidelines
• Coordinate with The Foundation staff to ensure timely and accurate submission of attendance data
• Arrange for substitute teachers as needed
• Answer incoming phone calls and take messages as part of daily front office responsibilities
• Provide project-based support to staff, including assistance with graduation ceremonies and other student-centered activities

Additional As-Needed Duties

As scheduled by TFHE to meet operational needs, the Attendance Clerk may also perform the following recruitment and enrollment support duties. These duties are outside the employee's regular part-time Attendance Clerk schedule and are not a guaranteed or recurring component of the position.

• Assist TFHE's student recruitment and enrollment efforts with school sites and supporting departments.
• Maintain detailed records of incoming student data.
• Represent the organization at public events.
• Administer presentations.
• Conduct outreach calls.
• Uphold enrollment processes.
• Perform other related duties as assigned.

Requirements

QUALIFICATIONS AND SKILLS:

• Technologically proficient and computer literate; skilled in Google Workspace (Docs, Sheets, Forms), Microsoft Office (Word, Excel), and PowerSchool
• Knowledge of current procedures, practices, and systems related to student attendance management and general office administration
• Strong written communication, analytical, and problem-solving skills; able to follow oral and written instructions with accuracy
• Effective verbal and written communication skills in both English and Spanish
• Proficient in operating standard office equipment, including computers, multi-line phone systems, calculators, copiers, and fax machines
• Bilingual in Spanish with the ability to translate written documents quickly and accurately from English to Spanish

EDUCATION AND EXPERIENCE REQUIREMENTS:

• At least two (2) years of experience, preferably in an administrative or office support role within a school setting
• High School Diploma or GED
• Proficient in computer use with strong skills in Microsoft Office; experience with QuickBooks or similar programs is a plus
• Knowledge of basic office management principles and organizational practices
• Familiarity with PowerSchool is an advantage
• Ability to follow directions, take initiative, and work independently
• Bilingual in Spanish