The job of Attendance Assistant is done for the purpose/s of ensuring accurate attendance accounting within the District; resolving attendance related issues; ensuring compliance with state reporting and documenting requirements; conveying attendance related information to appropriate parties; and providing general clerical support, information and/or direction as needed at assigned school site.

This job reports to designated administrator. 

ESSENTIAL DUTIES:

Answers telephone calls for the purpose of customer service, transferring calls, responding to inquiries, and taking and relaying messages.  

Assists students, faculty, and administrators, for the purpose of providing information and translating as needed.  

Attends department and/or in-service meetings for the purpose of conveying and/or gathering information required for accurate attendance accounting. 

Greets individuals entering the building with professionalism and courtesy (e.g. visitors, parents/guardians, students, vendors, etc.) for the purpose of responding to inquiries; and/or directing individuals to appropriate location in accordance with established building security procedures.  

Maintains a variety of manual and electronic documents, files, and records (e.g. student attendance, notification logs, cumulative files, etc.) for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements.  

Maintains automated student attendance system for the purpose of ensuring accurate tracking and documentation of student attendance.  

Monitors students referred for illness or disciplinary action (e.g. first aid, etc.) for the purpose of ensuring student welfare and maintaining a secure office environment.  

Notifies parents and/or guardians of student absences for the purpose of meeting district administrative requirements and mandated guidelines.  

Obtains records for student entry and exit from campus and other school sites during school hours (e.g. attendance records, cumulative files/records, admission slips, late notices, class release forms, etc.) for the purpose of ensuring accurate reporting of excused absences and truancies.  

Operates a variety of office equipment and machines (e.g. copier, fax machine, computer and assigned software, etc.) for the purpose of ensuring jobs are completed in a timely manner and meet establish guidelines.  

Participates in various school office functions (e.g. clerical duties, student registration, enrollment, summer school, SART meetings, home visits, etc.) for the purpose of conveying and/or gathering information required to perform functions and supporting school office operations.  

Prepares, maintains and accounts for ADA and other attendance-related reports and written materials (e.g. standardized/special reports, letters to parents, passes for students, incoming calls on attendance slips, etc.) for the purpose of conveying information regarding school and/or district activities and procedures; submitting to local and state agencies in accordance with established time lines.

Processes documents and materials (e.g. report discrepancies, status changes, absence verifications, independent study students that are put on quarantine due to COVID-19, etc.) for the purpose of disseminating information in compliance with established administrative guidelines.  

Procures homework assignments from teachers as requested for the purpose of disseminating information to absent students.  

Refers serious attendance concerns to appropriate personnel in accordance with established procedures for the purpose of ensuring follow-up accordance with administrative, site security, and student safety guidelines; and identifying and resolving student attendance problems.  

Researches and reviews discrepancies of attendance information and/or documentation for the purpose of ensuring accuracy of attendance records and reports and complying with applicable laws, codes, rules, and regulations.  

Responds to questions from a variety of individuals and to technical attendance inquiries which require research, data review and abstraction (e.g. staff, parents, community officers, other schools, outside agencies, and/or students, etc.) for the purpose of providing information and/or directions as may be required.  

Serves as liaison between students, parents, staff, and outside agencies regarding attendance, and discipline for the purpose of providing information, solving related issues and complying with related policies, procedures, rules and regulations.

Education: 

• High school diploma or General Education Development (GED) equivalent.

Experience: 

• Six (6) months of job related experience.

• Any other combination of education, training, and experience, which demonstrates that the applicant is likely to possess the required skills, knowledge, or abilities, may be considered.

SKILLS are required to perform multiple tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skill based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment including pertinent software applications; maintaining accurate records; and effective oral and written communication skills.

KNOWLEDGE is required to perform basic math, including calculations using fractions, percent's, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and understand complex, multi-step written and oral instructions. Specific knowledge based competencies required to satisfactorily perform the functions of the job include: current codes, regulations & laws related to student attendance; business telephone etiquette; and correct English usage, grammar, spelling, punctuation and vocabulary.

ABILITY is required to schedule activities; gather and/or collate data; and use basic, job-related equipment. Flexibility is required to work with others in a variety of circumstances; work with data utilizing defined and similar processes; and operate equipment using defined methods. Ability is also required to work with a diversity of individuals and/or groups; work with a variety of data; and utilize job-related equipment. Problem solving is required to identify issues and create action plans. Problem solving with data may require independent interpretation; and problem solving with equipment is limited. Specific ability based competencies required to satisfactorily perform the functions of the job include: establishing and maintaining effective working relationships; working with detailed information/data and meeting deadlines and schedules; communicating with diverse groups of individuals; working with frequent interruptions; setting priorities and working under minimal supervision; maintaining confidentiality; and ability to perform accurately and efficiently in a high stress busy environment; and interpersonal skills using tact, patience and courtesy.

Responsibility

Responsibilities include: working under direct supervision using standardized routines; providing information and/or advising others; operating within a defined budget. Utilization of some resources from other work units is often required to perform the job's functions. There is a continual opportunity to have some impact on the organization’s services.

Work Environment

The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling, some stooping, kneeling, crouching, and/or crawling and significant fine finger dexterity. Generally the job requires 50% sitting, 20% walking, and 30% standing. The job is performed in a generally hazard free environment.