Job Description:

Attendance Secretary Job Description
7/14/2011 1 of 3
Job Description
Job Title: Administrative Assistant/Attendance
Department: Administration
Reports To: Principal
FLSA Status: Nonexempt
The fundamental reason this classification exists is to perform secretarial assignments
or a series of clerical and secretarial tasks. The attendance secretary is responsible for
maintaining the official record of student attendance in the appropriate school software
program.
General Statement of Duties
• Strive to support the district’s mission, instructional goals, and objectives.
Essential Duties and Responsibilities
• Serve as a receptionist. Greet visitors, ascertain nature of business, and conduct
visitors to employer or appropriate person. Operate the telephone system to answer
incoming calls, determine purpose of callers, and forward calls to appropriate
personnel or department. Assist patrons by providing information and referral to
appropriate person should their assistance be needed. Ensure all visitors sign in at
office and are given visitor passes.
Secretarial Duties:
• Perform clerical duties as needed, such as filing, photocopying, and collating.
Operate various equipment including, but not limited to: photocopier, telephone, fax
machine, computer, calculator, educational equipment, etc.
• Prioritize and assign tasks, ensuring that time is used efficiently. Review quality of
assignments to ensure that all final projects are precise and accurate.
• Receive, sort, and route mail. Prepare outgoing mail.
• Maintain various records and prepare standard reports from such records. Verify
records and documents, checking for clerical and mathematical accuracy and
completeness and process for further action. Prepare monthly, quarterly, and
annual reports.
• Compose, type, and maintain routine correspondence, reports, assessments, and
various other materials and projects. Submit reports and documents as deemed
necessary.
• Attend meetings, training, and seminars as deemed appropriate and necessary by
the district.
• Work directly with highly sensitive personnel and student information. Maintain
confidentiality of work-related information.
• Report information pertinent to the operation of the school to supervisor.
• Perform duties in a manner consistent with district policies, programs, and
procedures, and in compliance with safety standards.
• Due to the nature of the duties and to promote the efficient operations of the district,
it is necessary for the employee to work the assigned and scheduled shifts.
• Perform other duties as deemed appropriate and necessary.
Attendance Secretary Job Description
7/14/2011 2 of 3
Attendance Duties
• Maintain official record of student attendance in appropriate school software
program. Compile and file student attendance reports. Submit records/reports as
requested by administration.
(to include some, any, or all of the below):
• Collect attendance slips and enter information into computer system, if appropriate.
Administer admittance slips and oversee daily attendance. Monitor attendance and
tardiness.
• Conduct telephone calls to parents to inquire why student is absent or to notify them
of an absence.
• Maintain and file all written and telephoned excuses.
• Supervise students who have been sent to the office for testing or disciplinary
reasons. Maintain discipline.
• Assist teachers in classroom when requested.
• Disburse student report cards.
• Record final grades on permanent records and handle student transcripts and
transcript requests.
• Assist administration in the registration of new students.
• Administer minor first aid to students if necessary. Dispense authorized medication
to students in the absence of school nurse.
To perform this job successfully, an individual must be able to perform each essential
duty satisfactorily. The requirements listed below are representative of the knowledge,
skill, and/or ability required.
Minimum Qualifications
• High school diploma or general education degree (GED).
Education and Experience
• Two (2) years related experience and/or training in varied clerical and computer
experience; an equivalent combination of education and experience may be
acceptable to the hiring authority.
• Read and comprehend routine instructions, correspondence, and memos.
Skills and Abilities
• Write routine reports and correspondence.
• Present information effectively in one-on-one and small group situations to students,
citizens, and other employees of the organization.
• Possess a basic command of business math knowledge and skills.
• Demonstrate proficiency in computer knowledge and skills.
• Carry out instructions furnished in written, verbal, or diagram form.
• Deal with problems involving variables in standardized situations.
• Evidence that a criminal record history check has been conducted in accordance
with South Dakota Codified Law.
Certificates, Licenses, Examinations
• Successful completion of written tests and/or verbal interviews.
• Other such examinations as deemed necessary by district.
Attendance Secretary Job Description
7/14/2011 3 of 3
The physical demands and environmental conditions described here are representative
of those that must be met by an employee to successfully perform the essential
functions of this job. Reasonable accommodations may be made to enable individuals
with disabilities to perform the essential functions.
Physical Demands and Environmental Conditions
While performing the duties of this job:
• The employee is regularly required to sit; use hands to finger, handle, or feel; reach
with hands and arms; and to communicate.
• The employee is regularly required to stand; walk; climb or balance; and stoop,
kneel, crouch, or crawl.
• The employee must regularly lift and/or move up to 10 pounds and occasionally lift
and/or move up to 40 pounds.
• The employee is subject to work overtime (with approval of the principal) if a situation
arises which requires immediate attention.
• The employee is subject to possible exposure to communicable and blood-born
diseases.
• The noise level in the work environment varies.
• Performance of this position will be evaluated by the supervisor in accordance with
the provisions of the School Board Policy GDN.
Performance Evaluation
Nothing in this job description restricts management's right to assign or reassign
duties and responsibilities to this job at any time.