Attendance Secretary & Main Office Administrative Assistant

Job Summary:

The Attendance Secretary/Main Office Administrative Assistant keeps track of daily attendance for students and faculty, including tardies, field trips, sports events, and other excused absences. The position assigns substitute teachers to cover absent teachers and provides information to HR to see that substitute teachers are paid. In addition, the role covers general telephone duties in the Main Office as well as serving as the Attendance Secretary. This position helps create a customer service friendly environment by answering the telephones, greeting and welcoming visitors to Divine Savior Holy Angels (DSHA) High School in accordance with prescribed procedures and practices. This is a full-time 10-month school-year position with 40 hours per week during the school year.

Essential Duties and Responsibilities:

Daily Attendance Secretary Duties:

• Records excused absences for students in the student information system in response to phone messages from parents/guardians. Inputs student absences as excused for field trips or other school activities. Check students in/out on a daily basis.
• Regularly checks daily student attendance (before school, mid-morning, mid-afternoon, and end of the day) and makes calls home to families of students with multiple hours absent that day.
• Checks and reports student attendance related to activities, extracurricular, and athletic participation.
• Alerts Dean of Student Affairs and Student Services Department to patterns of excessive absence or tardiness, and to family issues that may be noted in communication with parents.
• Arranges for faculty substitutes and/or supervision of classes/students. Records and tracks substitute coverage provided by outside and faculty substitute teachers, and prepares monthly substitute payroll form for faculty and non-faculty substitutes.
• Oversees all Commons supervisions and closings of the Commons (notify proctors and students of changes.) This includes all study hall and non-fitness wellness periods for students.
• Prints homeroom and class lists as requested for faculty and/or substitutes, looks up locker combinations for students, answer faculty questions regarding attendance, etc.
• Issues demerits to students who do not have student ID cards for study hall and/or wellness. Help students with questions and direct them to proper areas of concern.
• Coordinates the ordering and distribution of student locks.
• Inputs Study Hall and Applied Wellness attendance into myDSHA.
• Monitors Dasher Time attendance and reports unexcused absences to Dean of Student Affairs
• Notifies students of unverified absences and excuses them when provided documentation. Alerts Dean of Student Affairs of students with unverified absences daily.
• Provides attendance data reports to the Dean of Student Affairs on a regular basis.
• Choice attendance reporting.
• Carries out other duties as assigned, including those in support of Dean of Student Affairs.

Daily Main Office Duties:

• Welcomes guests to the main office in a professional and respectful manner.
• Responds to the main telephone lines and message system at Divine Savior Holy Angels (DSHA) High School, provides general information about the school and daily activities to callers or determines the needs of the caller and routes the calls appropriately. Maintains communications with Maintenance or other appropriate departments regarding incoming calls, deliveries, requests, etc.
• Assists in providing for campus security such as by responding to the security system, requiring entrants/visitors to sign in and directing them as necessary to the correct person or department in accordance with our safety and security plan.
• Distribute mail and materials to faculty mailboxes from students, staff, and the public.
• Admits students to the student health center and assists with the determination of student needs. Calls parents or emergency numbers as needed.
• Dispense non-prescribed medications in accordance with school policy.
• Programs the school bells so they are appropriately set to meet the daily schedule, and assists with programming door as needed.
• Oversees and assists with the public announcement system (PA).
• Maintains reception area in a neat and orderly manner.
• Completes other duties/projects as assigned.

Supervisory Responsibilities:

None