Attendance Secretary - Middle Level

Urbana School District #116•Urbana, IL

3d•$19 - $20

About The Position

The responsibility of the Attendance Secretary is to perform general secretarial and clerical duties to support the Principal or designee with all matters associated with student attendance. To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Maintain records of calls from parents/guardians regarding student absences from school. Issue admit slips to students upon return to school from an absence. Record and edit information on daily student attendance reports. Type letters, correspondence, reports, and other documents for the administrative team. Perform general secretarial/clerical work for the Principal or designee, including preparing letters and correspondence, copying, answering telephone calls, coordinating scheduling and filing. Assist other staff with phone calls to parents/guardians regarding their child’s absence from school. Enter student demographic data into the computer system after student registration. Possess and maintain knowledge of the District’s policies and procedures pertaining to discipline. Possess and maintain knowledge of the contents of the Student/Parent Handbook. Make sure that referrals, detention slips, passes, and other discipline forms are stocked and ordered through the print shop at the Central Office. Assist with answering the phone in the main office. Do daily announcements when the Lead Secretary is absent. Issue building keys to teachers. Maintain a spreadsheet of all individuals and the keys they have been issued. Assist in completing staff check-out procedures at the end of the year regarding keys. Put together and maintain a subfolder for each teacher. Manage the building’s daily absences and substitutes using the Absence Management / Aesop system. Receive daily sub reports and print attendance for subs. Check out keys to the subs and ensure that they return them at the end of the day. Schedule subs as needed. Make sure that radios for administrative and support staff are maintained. Order radios, batteries, and miscellaneous parts upon administrative approval. Assist with duties assigned by the administrative team. Perform any and all additional duties as assigned by the Principal.

Requirements

Minimum of a High School Diploma or Equivalent
A minimum of 3 years of secretarial/clerical experience is desired.
Experience with typing, computers, word processing, spreadsheets, and working with office equipment such as copiers and fax machines.
Ability to communicate effectively and professionally with the public both orally and in writing.
Ability to maintain strict confidentiality in regard to student records.
Strong attention to detail and excellent organizational skills.
Ability to work effectively and efficiently with various personnel in the District.
Strong public relations skills and ability to interact with various people from diverse backgrounds.

Nice To Haves

Bilingual English/Spanish or English/French desired, not required.

Responsibilities

Maintain records of calls from parents/guardians regarding student absences from school.
Issue admit slips to students upon return to school from an absence.
Record and edit information on daily student attendance reports.
Type letters, correspondence, reports, and other documents for the administrative team.
Perform general secretarial/clerical work for the Principal or designee, including preparing letters and correspondence, copying, answering telephone calls, coordinating scheduling and filing.
Assist other staff with phone calls to parents/guardians regarding their child’s absence from school.
Enter student demographic data into the computer system after student registration.
Possess and maintain knowledge of the District’s policies and procedures pertaining to discipline.
Possess and maintain knowledge of the contents of the Student/Parent Handbook.
Make sure that referrals, detention slips, passes, and other discipline forms are stocked and ordered through the print shop at the Central Office.
Assist with answering the phone in the main office.
Do daily announcements when the Lead Secretary is absent.
Issue building keys to teachers.
Maintain a spreadsheet of all individuals and the keys they have been issued.
Assist in completing staff check-out procedures at the end of the year regarding keys.
Put together and maintain a subfolder for each teacher.
Manage the building’s daily absences and substitutes using the Absence Management / Aesop system.
Receive daily sub reports and print attendance for subs.
Check out keys to the subs and ensure that they return them at the end of the day.
Schedule subs as needed.
Make sure that radios for administrative and support staff are maintained.
Order radios, batteries, and miscellaneous parts upon administrative approval.
Assist with duties assigned by the administrative team.
Perform any and all additional duties as assigned by the Principal.