Secretary, Attendance MS

Sylvania; Fredericksburg, Northern (VA, KY); Hybrid; USD 35,000 - 45,000; Full time

Job summary

Sylvania seeks an organized Attendance Clerk to support the school administrative office. You will enter attendance, manage PEIMS data, generate reports, and assist with auditing and compliance.

Ideal candidate has a high school diploma, 1–3 years of secretarial experience in education, strong attention to detail, and good communication. Bilingual Spanish is a plus. Work days: 195; health insurance details noted in district documentation.

Qualifications

• High school diploma or GED required.
• 1–3 years of secretarial experience in public education preferred.
• Ability to manage multiple priorities and deadlines.
• Bilingual in Business Spanish a plus.

Responsibilities

• Read, understand, apply and adhere to attendance rules and procedures.
• Collect and enter daily attendance and PEIMS data into the database and verify accuracy.
• Run status reports and notify admins of deviations to fix scheduling issues.
• Update, balance and file attendance records and supporting documents for audits.
• Provide attendance information to parents and students and assist with PEIMS submissions.
• Train end users on attendance protocols and assist with district requirements.

Skills

Attention to detail

Organizational skills

Time management

Interpersonal skills

Confidentiality

Spreadsheet skills

Spanish language (business)

Education

High school diploma or GED

Tools

Word processing

Spreadsheet software

Data entry systems

Job description

PRIMARY PURPOSE:

Facilitate the efficient operation of the school administrative office and provide clerical services for the school's administrative staff.

QUALIFICATIONS:

Minimum Education/Certification:

High School diploma or GED

Special Knowledge/Skills:

• Must be self-motivated and possess the ability to work with frequent interruptions, multi-task and effectively manage multiple priorities and deadlines.
• Skill in reading, learning, interpreting, applying and explaining applicable rules, policies and procedures related to student attendance.
• Maintain a high degree of attention to detail and accuracy in mathematical calculations and recordkeeping to maximize funding opportunities and minimize accountability sanctions.
• Demonstrate strong organizational, communication and interpersonal skills with the ability to work collaboratively with parents, students, school officials and as a team member.
• Maintain a high level of integrity and confidentiality regarding student records and campus issues.
• Use of computer applications related to the work, including word processing and spreadsheet applications.
• Bilingual abilities are a plus; able to read, write and speak Business Spanish proficiently.

Minimum Experience:

One to three years of secretarial experience preferably in a public education environment

MAJOR RESPONSIBILITIES AND DUTIES:

Read, understand, apply and adhere to all rules and guidelines set forth in the TEA Student Attendance Accounting Handbook and local attendance procedures manual.

1. Collect and enter daily attendance and PEIMS data into established database and verify accuracy according to established checklists and procedures.

2. Run periodic status reports to verify teachers have posted attendance in accordance with the established timeline and provide notification to administrators to assist with resolving repeated deviations from the prescribed schedule.

3. Perform daily attendance updating, corrections, balancing tasks and other attendance accounting functions based on receipt of signed and dated official documentation, including campus logs, doctors notes, excuse notes, etc.,

4. Recognize deficiencies in source documents and returns them to originator for correction/completion prior to applying any changes to student records.

5. File all attendance supporting documentation and reports in daily attendance folder or individual student attendance folders for audit purposes.

6. Print daily, weekly, and six weeks' attendance summaries and file checks to review data and documentation for completeness and accuracy.

7. Prepare and distribute various cyclical reports and other documentation to school administrators and other staff (enrollment, site counts, attendance, special programs, truancy, trends, etc.,) for monitoring, verification, accountability, funding, and campus improvement.

8. Be responsible for the integrity of all data maintained and promptly produce the required student attendance data sets upon request by administrators, central official or upon notification of an audit.

9. Maintain efficient and well organized electronic and paper data collection logs and files for student records, including permanent cumulative records and reports as required by TEA for audit purposes and local district reference.

10. Serve as the primary customary service contact for parents and students regarding student attendance questions, discrepancies, other general matters of concerns and reinforce importance of daily attendance.

11. Assist in working cooperatively with campus and district staff to enter, compile, and validate data required for the district PEIMS submission according to the Student Attendance Accounting Handbook and PEIMS Data Standards.

12. Work directly with staff responsible for student attendance for credit and truancy responsibilities by preparing and distributing mailings and letters pertaining to excessive absences, initiating truancy prevention measures and providing data and reports as requested.

13. Provide basic training and support to end users at the campus on the established attendance protocol and attendance accounting procedures to ensure compliance with state standards.

14. Attend all required training sessions and meetings and apply all information and instructions provided to fulfill job responsibilities.

Other

15. Comply with district policies, as well as state and federal laws and regulations. Exhibit the following core values: integrity, high expectations, commitment, respect, dedication to teamwork and passion for a student centered environment.

16. Demonstrate ethical and professional behavior, including punctually, congeniality, dependability and efficiency in order to enhance school operations and the work environment.

17. Participate in professional learning opportunities to increase skill and proficiency related to the work assignment.

18. Shall be subject to assignment and reassignment of positions or duties, additional duties, changes in responsibilities or work as authorized by the campus administrator.

EQUIPMENT USED:

Uses computer, printer, copier, and 10-key adding machine or calculator.

WORKING CONDITIONS:

Mental Demands:

Reading; ability to perform basic arithmetic; ability to communicate effectively (verbal and written); maintain emotional control under stress.

Physical Demands/Environmental Factors:

Repetitive hand motions; prolonged use of computer. Works with frequent interruptions.

Bending, stooping, some lifting.

This document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.

Work days: 195

FISD pays $365 per month towards TRS Health Insurance

You can earn up to five local days and fivestate leave days.

Applicants for all positions are considered without regard to race, color, sex (including pregnancy, sexual orientation, or gender identity), national origin, religion, age, disability, genetic information, veteran or military status, or another legally protected status. Additionally, the district does not discriminate against an applicant who acts to oppose such discrimination or participates in the investigation of a complaint related to a discriminating employment practice.

In accordance with Title IX, the district does not discriminate on the basis of sex and is required not to discriminate on the basis of sex in its educational programs or activities. The requirement not to discriminate extends to employment. Inquires about the application of Title IX may be referred to the district's Title IX coordinator, to the Assistant Secretary for Civil Rights of the Department of Education, or both.Inquiries about the application of Title IX to employment should be referred to the Title IX Coordinator, (FISD Superintendent, 110 W Travis St, 830-997-9551).