Attendance Secretary

Sylvania; Spring Grove (PA); On-site; USD 26,000 - 38,000; Full time

Job summary

Spring Grove School District is seeking an Attendance Clerk to manage daily attendance, maintain Sapphire student records, and support front-desk operations. You will collaborate with teachers, administrators, and families to promote regular attendance and ensure accuracy across attendance systems.

The role emphasizes data accuracy, confidential handling of student information, and timely reporting to district authorities.

Qualifications

• High school diploma or equivalent; Associate degree or relevant work experience or certification preferred.
• Previous experience in an administrative role, preferably in an educational setting.
• Familiarity with student information systems and attendance tracking software.
• Ability to operate a computer utilizing various software systems including but not limited to Microsoft Office Suite, Student Information System (Sapphire preferred), google, and schoology.
• Strong organizational and data entry skills.
• Excellent communication skills, both written and verbal.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Experience with general office practices and operations.
• Effective use of office equipment, including, but not limited to computer, copier, telephone, fax machines, and office entry systems.
• Accuracy with mathematical calculations.

Responsibilities

• Provide superior customer service to building visitors, students, and staff.
• Answer multi-line phone and utilize building entry systems to provide building access to visitors.
• Use visitor and volunteer management system to ensure layered security access to building if assignment covers the main entrance.
• Assist with daily car rider list and bus changes for dismissal, as appropriate
• Work efficiently with other office staff to maintain effective office operations.
• Serve as the administrative assistant to the building in absence of the building administrative assistant.
• Greet, welcome, and communicate with substitutes.
• Support building administration as needed.
• Performs such other duties as assigned by the principal and/or his/her designee.
• Coordinate daily substitute and class coverage schedule based on event and activities (primarily High School).
• Track and monitor daily attendance records for all students within the school.
• Communicate regularly with teachers to gather and verify attendance data.
• Identify trends or patterns related to attendance and report findings to the appropriate authorities.
• Monitor student attendance according to policy.
• Process excused/unexcused trip forms.
• Enter attendance data into the school's management system accurately and in a timely manner.
• Update and maintain student attendance records, ensuring information is current and accurate.
• Ensure accurate reporting of daily student attendance records including updates on the status of absences, early departures and late arrivals.
• Enter and maintain accurate records in student information system. (Sapphire)
• Manage student late arrivals, early departures, and return to school processes.
• Communicate with parents and guardians to address attendance concerns and encourage regular attendance.
• Collaborate with teachers, counselors, and administrators to address and resolve attendance issues.
• Maintain a list of parent requests and follow through to notify parents of absences.
• Process fines as needed to the magistrate’s office.
• Collaborate with school counselors, social workers, and other relevant staff to communicate attendance information relevant data improvement interventions.
• Prepare regular attendance reports for school administrators, district officials, and state authorities.
• Generate reports to identify students with chronic absenteeism and coordinate interventions as necessary.
• Process unlawful/unexcused notices to parents.
• Prepare attendance letters as needed including requests for doctor notes for absences.
• Process a daily attendance sheet listing the students absent and all other relevant information as needed.
• Process notification of excuse card obligations.
• Maintain a system to track and file excuse cards if needed.
• Prepare documents needed for attendance hearings.
• Maintain records for students attending or placed outside the district.
• Prepare all attendance reports required by the state and district throughout a school year.
• Prepare and deliver tardy discipline notices to students including morning, lunch, and after school detention notices.
• Prepare attendance reports as needed for internal and external.
• Ensure compliance with school attendance policies and state regulations.
• Provide guidance to staff, students, and parents regarding attendance policies and procedures.

Skills

Organizational skills

Data entry

Communication skills

Confidentiality

Teamwork

Customer service

Education

High school diploma or equivalent

Associate degree preferred

Tools

Sapphire SIS

Microsoft Office

Google

Schoology

Job description

PURPOSE

Supporting the efficient management of attendance records and related administrative functions within the assigned school. Responsible for maintaining accurate attendance records, collaborating with teachers, parents, and students, and implementing strategies to promote regular student attendance. Provide superior customer service to building visitors, students, and staff and to perform required attendance duties. Assist the Building Principal in administrative support functions associated with the daily operation of the school. This is a full-time 9.5 month position.

QUALIFICATIONS

TRAINING AND EXPERIENCE

High school diploma or equivalent; Associate degree or relevant work experience or certification preferred.

Previous experience in an administrative role, preferably in an educational setting.

Familiarity with student information systems and attendance tracking software.

Ability to operate a computer utilizing various software systems including but not limited to Microsoft Office Suite, Student Information System (Sapphire preferred), google, and schoology.

Strong organizational and data entry skills.

Excellent communication skills, both written and verbal.

Ability to maintain confidentiality and handle sensitive information appropriately.

Experience with general office practices and operations.

Effective use of office equipment, including, but not limited to computer, copier, telephone, fax machines, and office entry systems.

Accuracy with mathematical calculations.

GENERAL

Possess the ability to work cooperatively with others.

Maturity and the ability to deal effectively with students and staff.

Self-motivated with the ability to work independently within the limits of assigned responsibilities.

Understands the importance of and can practice confidentiality.

Comfortable with following specific rules and regulations as they apply to the discipline procedures of the building.

Knowledge of computer applications relative to word processing and document development.

Receipt of current, favorable clearances including: Pennsylvania State Criminal History (Act 34), Federal Criminal History (FBI – Fingerprinting - Act 114), Pennsylvania Child Abuse (Act 151), and Sexual Misconduct and Abuse Disclosures (Act 168).

REPORTABILITY

Reportable to the Building Principal / Administrators.

EVALUATION

Completed by the Building Principal / Administrators.

PERFORMANCE RESPONSIBILITIES

Administrative Support

Provide superior customer service to building visitors, students, and staff.

Answer multi-line phone and utilize building entry systems to provide building access to visitors.

Use visitor and volunteer management system to ensure layered security access to building if assignment covers the main entrance.

Assist with daily car rider list and bus changes for dismissal, as appropriate

Work efficiently with other office staff to maintain effective office operations.

Serve as the administrative assistant to the building in absence of the building administrative assistant.

Greet, welcome, and communicate with substitutes.

Support building administration as needed.

Performs such other duties as assigned by the principal and/or his/her designee.

Coordinate daily substitute and class coverage schedule based on event and activities (primarily High School).

Attendance Monitoring

Track and monitor daily attendance records for all students within the school.

Communicate regularly with teachers to gather and verify attendance data.

Identify trends or patterns related to attendance and report findings to the appropriate authorities.

Monitor student attendance according to policy.

Process excused/unexcused trip forms.

Data Entry and Maintenance

Enter attendance data into the school's management system accurately and in a timely manner.

Update and maintain student attendance records, ensuring information is current and accurate.

Ensure accurate reporting of daily student attendance records including updates on the status of absences, early departures and late arrivals.

Enter and maintain accurate records in student information system. (Sapphire)

Manage student late arrivals, early departures, and return to school processes.

Communication

Communicate with parents and guardians to address attendance concerns and encourage regular attendance.

Collaborate with teachers, counselors, and administrators to address and resolve attendance issues.

Maintain a list of parent requests and follow through to notify parents of absences.

Process fines as needed to the magistrate’s office.

Collaborate with school counselors, social workers, and other relevant staff to communicate attendance information relevant data improvement interventions.

Reporting

Prepare regular attendance reports for school administrators, district officials, and state authorities.

Generate reports to identify students with chronic absenteeism and coordinate interventions as necessary.

Process unlawful/unexcused notices to parents.

Prepare attendance letters as needed including requests for doctor notes for absences.

Process a daily attendance sheet listing the students absent and all other relevant information as needed.

Process notification of excuse card obligations.

Maintain a system to track and file excuse cards if needed.

Prepare documents needed for attendance hearings.

Maintain records for students attending or placed outside the district.

Prepare all attendance reports required by the state and district throughout a school year.

Prepare and deliver tardy discipline notices to students including morning, lunch, and after school detention notices.

Prepare attendance reports as needed for internal and external.

Policy Compliance

Ensure compliance with school attendance policies and state regulations.

Provide guidance to staff, students, and parents regarding attendance policies and procedures.

POSITION SPECIFICATIONS

Physical Demands

Occasional driving to school district offices, classrooms, and regional offices

Frequent walking throughout various buildings including climbing up and down stairs

Often sitting at desk for extended periods

Standing for limited periods of time

Moderate lifting from 15 to 30 pounds

Some carrying – up to 30 pounds

Manual dexterity to use office equipment

Repetitive movement of fingers and hands for keyboarding

Sensory Abilities

Visual acuity to read correspondences, computer screen

Auditory acuity to be able to use telephones

Ability to speak clearly and distinctly

Work Environment

Generally, office setting

Temperament

Ability to work as a member of a team

Must be courteous and able to effectively communicate with staff, students, parents, and the public

Must be cooperative, congenial and service-oriented, and promote these qualities in the building

Ability to work in an environment with frequent interruptions

Cognitive Ability

Ability to follow written and verbal directions

Ability to complete assigned tasks with minimal supervision

Ability to read, write and do complex computations

Ability to use correct grammar, sentence structure and spelling

Ability to compose clear, concise sentences and paragraphs

Ability to organize office setting to efficiently accomplish tasks

Ability to work independently, exercise appropriate initiative, and make work-related decisions

Ability to exercise good judgment in prioritizing tasks and work efficiently on those tasks

Ability to communicate effectively at all organizational levels

Note: All abilities above must be at a professional level, as expected from the required educational level of the job and the previous experience required.

Specific Skills

Ability to operate office equipment

Ability to use computer technology efficiently and learn new technology implemented by the District

Must recognize and appropriately handle confidential information

Ability to manage complex tasks with varied changing, service demand

Ability to perform tasks as assigned

Comments

Position holder must have a friendly, helpful, caring personality

Position holder has relatively unrestricted access to student information on file at the Spring Grove School District

The position specifications described here are the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The information contained in this job description is for compliance with the Americans with Disabilities Act. (A.D.A.) and is not an exhaustive list of the duties performed for this position. Additional duties may be assigned.