Attendance Clerk - Bilingual Spanish Preferred

Hayward Unified School District • Hayward, CA

3d • Onsite

About The Position

Under the direction of an assigned supervisor, perform a variety of duties related to attendance accounting and record-keeping at an assigned school site. This role involves verifying excused and unexcused absences, operating a computer and assigned software to enter and update attendance information, and communicating with students and parents regarding attendance issues. The Attendance Clerk is responsible for accurate reporting for daily attendance of students, distributing and collecting daily attendance sheets, and processing student absence information. They will also generate periodic attendance accounting reports, including mandated Average Daily Attendance (ADA) reports, and issue admittance forms to students who are late or returning after an absence. Additionally, the role involves answering telephones, greeting visitors, providing student attendance information, and assisting administrators in identifying and resolving problems of students with frequent absenteeism. Other duties include performing clerical support, preparing and maintaining student records, and administering basic first aid and medication as necessary.

Requirements

• Graduation from high school
• One year of general clerical experience involving public contact
• Record keeping experience preferred
• Ability to speak another language (preferred)
• Possession of a valid First Aid Certificate issued by an authorized agency within six months of employment.
• Knowledge of modern office practices, procedures and equipment.
• Knowledge of telephone techniques and etiquette.
• Knowledge of record-keeping and filing techniques.
• Ability to operate a computer and assigned software.
• Knowledge of correct English usage, grammar, spelling, punctuation and vocabulary.
• Oral and written communication skills.
• Basic math skills.
• Ability to learn methods, procedures, policies and terminology used in accounting for student attendance enrollment.
• Ability to learn District organization, operations, policies and objectives.
• Ability to learn applicable laws, codes, rules and regulations related to assigned activities.
• Ability to answer telephones and greet visitors.
• Ability to meet schedules and time lines.
• Ability to maintain a variety of records and files.
• Ability to perform clerical duties such as typing, filing and duplicating materials.
• Ability to complete work with many interruptions.
• Ability to learn to administer basic first aid.
• Ability to perform basic mathematical calculations.
• Ability to make decisions in situations involving clearly outlined procedures.
• Ability to understand and follow oral and written instructions.
• Ability to verify accuracy and completeness of documents and process data.
• Ability to be flexible to perform work within changing priorities.
• Sufficient interpersonal skill to work harmoniously with staff, students, administrators, parents and others.

Nice To Haves

• Bilingual Spanish Preferred
• Record keeping experience

Responsibilities

• Perform a variety of duties related to attendance accounting and record-keeping at an assigned school site.
• Provide for accurate reporting for daily attendance of students.
• Distribute and collect daily attendance sheets.
• Process and verify student absence information from parents, teachers and others.
• Utilize a computer and assigned student information system to scan or input attendance documents and related data.
• Generate periodic attendance accounting reports including mandated Average Daily Attendance (ADA) reports.
• Verify excused and unexcused absences.
• Issue admittance forms to students who are late or are returning after an absence.
• Input reason for absence or late arrival into computerized system.
• Communicate with students and parents regarding attendance and related issues.
• Place and receive phone calls and receive notes regarding student absences.
• Record receipt of notes and incoming telephone calls.
• Answer telephones and greet visitors.
• Provide student attendance information to staff, parents and outside agencies as requested.
• Respond to complex or difficult questions.
• Deliver messages from parents to students as necessary.
• Assure that absent students deliver excuse notes to attendance offices.
• Contact parents and guardians if excuse notes are not received.
• Refer students to counselors as appropriate.
• Set up conferences with parents, teachers, administrators and counselors as necessary.
• Assist administrators in identifying and resolving problems of students with frequent absenteeism.
• Issue off-ground passes and admittance slips to students with a valid note from parents or guardians.
• Operate a variety of office equipment including a copier, computer and assigned software.
• Perform a variety of clerical support duties including typing, filing, scheduling appointments, duplicating and maintaining school records.
• Issue and receive necessary student forms.
• Verify returned forms for accuracy and completeness.
• Update student emergency cards.
• Prepare and maintain a variety of student cumulative records and files and specialized attendance files.
• Maintain confidentiality of sensitive and privileged information.
• Administer basic first aid to students as necessary.
• Issue passes to ill or injured students to leave school grounds.
• Administer medication in accordance with physician instructions and collective bargaining contract guidelines.
• Assist with various school office functions such as student registration, substitute teacher orientation and counseling as assigned by the position.
• Attend a variety of meetings and conferences related to assigned activities.
• Perform other duties, related to the job, as assigned.

Benefits

• District healthcare plan contribution of up to $2,500 per year
• Cash in lieu of healthcare of up to $1,350 per year
• Dental coverage provided free of charge for employees working 20 hours per week or more
• Family dental coverage available (additional premium paid by employee)
• CalPERS Retirement program participation
• Employee Assistant Program (EAP)
• Optional benefits including life insurance, short term disability, and a medical and dependent care flexible spending option

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level
• Education Level: High school or GED