Job Title: Attendance/Counselor Secretary (202 days) Exemption Status/Test: Nonexempt
Reports to: Principal/Counselor Date Revised:
Dept./School: Assigned Campus
Primary Purpose:
Under moderate supervision provide routine clerical support for the efficient operation of the school office and professional staff. Maintain current and accurate confidential student records.
Qualifications:
Education/Certification:
High school diploma or GED
Special Knowledge/Skills:
Knowledge of general office procedures
Proficient keyboarding and file maintenance skills
Ability to use software to develop spreadsheets and databases, and do word processing
Ability to follow verbal and written instructions
Ability to perform a variety of tasks often changing assignment on short notice with some direction
Effective organizational, communication, and interpersonal skills
Experience:
____ year clerical experience
Major Responsibilities and Duties:
Records, Reports, and Correspondence
- Collect and enter attendance and PEIMS data into established database and verify accuracy according to prescribed procedures.
- Responds to inquiries from students, teachers, and parents regarding attendance rules and absences.
- Admits late students and maintains records of their tardiness.
- Compiles and submits a variety of daily, weekly, monthly, and year-end reports as required.
- Oversees student "sign out" process and maintains records of student absence due to appointments. Types, prepares, distributes, and files records, reports, and correspondence which are related to attendance.
- Assist parents, students, and faculty with questions regarding student attendance.
- Contact parents/guardians to verify student absences as needed and report attendance problems to designated administrator.
- Compile, maintain, file, and distribute all reports, records, and other documents as required following established procedures.
- Provide general clerical support including word processing, data entry, filing, and file maintenance.
- Assist with the registration of new students, including requesting and sending student records, entering student data, and ensure completeness of records.
- Process changes and adjustments to student schedules.
- Maintain complete and accurate student records including test scores and final grades on permanent records.
- Compile, maintain, and file all reports, records, and other documents as required.
Reception and Phones
- Receive incoming calls, take reliable messages, and route to appropriate staff.
- Assist counselor(s) with scheduling of meetings and appointments.
Other
- Receive, distribute, and ensure security and confidentiality of testing materials.
- Maintain information library and help students, parents, and teachers find information about testing, scholarships, and college materials.
- Maintains confidentiality.
- Follow district safety protocols and emergency procedures.
Supervisory Responsibilities:
None
Mental Demands/Physical Demands/Environmental Factors:
Tools/Equipment Used: Standard office equipment including personal computer and peripherals
Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting
Motion: Repetitive hand motions; frequent keyboarding and use of mouse; occasional reaching
Lifting: Occasional light lifting and carrying (less than 15 pounds)
Environment: May work prolonged or irregular hours
Mental Demands: Work with frequent interruptions; maintain emotional control under stress