Secretary - Attendance (Spanish Bilingual Required)

Personnel Commission • Madera, CA

5d • Onsite

About The Position

Under the general direction of the School Principal, or designated administrator, the Secretary-Attendance ensures accurate attendance accounting within the District; resolves attendance related issues; ensures compliance with state reporting and documenting requirements; conveys attendance related information to appropriate parties; and provides general clerical support, information and/or direction as may be assigned at assigned school site. The incumbents in this classification provide the school community with accurate attendance accounting, which directly supports student learning and achievement.

Requirements

• High School diploma or equivalent.
• Two (2) years of clerical experience in an office environment.
• Pass the District’s applicable proficiency exam for the job class with a satisfactory score
• After offer of employment, obtain: Criminal Justice and FBI Fingerprint Clearance
• Negative TB test result plus periodic post-employment retest as required (currently every four years)
• Pre-employment physical exam A through District’s provider
• Basic math, including calculations using fractions, percentages, and/or ratios
• English usage, grammar, punctuation and spelling
• Codes, regulations and laws related to student attendance
• Current office equipment
• Business telephone etiquette
• Computer usage, including pertinent software applications
• Customer service principles and practices
• Operate standard office equipment
• Prepare and maintain accurate records
• Train and supervise student workers
• Understand complex, multi-step written and oral instructions
• Schedule activities
• Gather and/or collate data
• Be flexible in working with a wide diversity of individuals in a wide variety of circumstances
• Work with a diversity of individuals and/or groups
• Problem solve by identifying issues and appropriate actions
• Establish and maintain effective working relationships
• Meet deadlines and schedules, including setting priorities
• Work with frequent interruptions
• Work under minimal supervision
• Maintain confidentiality
• Communicate clearly in both English and a second language (usually Spanish)
• Provide quality customer service

Nice To Haves

• Spanish Bilingual Required

Responsibilities

• Assist students and parents with the registration/enrollment process and basic Chromebook usage/ troubleshooting issues.
• Attends department and/or in-service meetings.
• Maintains a variety of manual and electronic documents, files, and records (e.g. student attendance, notification logs) to provide up-to-date information and/or historical reference.
• Maintains automated student attendance system to ensure accurate tracking and documentation of student attendance.
• Monitors students referred to the office for illness or disciplinary action to ensure student welfare and maintain a secure office environment.
• Notifies parents and/or guardians of student absences.
• Obtains attendance records for student entry and exit from campus during school hours (e.g. admission slips, late notices, class release forms) to ensure accurate reporting of excused absences and truancies.
• Oversees student workers to provide guidance and meet work requirements.
• Prepares attendance-related reports and written materials (e.g. standardized/special reports, letters to parents, passes for students, incoming calls on attendance slips, SARB referrals, etc.).
• Processes documents and materials (e.g. report discrepancies, status changes, absence verifications, student withdrawals) to disseminate information.
• Procures homework assignments from teachers as requested to disseminate information to absent students.
• Provides clerical support in the office (e.g., mail and staff supply order/student school supplies distribution), and teacher support with copies, etc.
• Provides support in the health office with sick or injured students.
• Provide oral interpretation and/or written translation with Spanish speaking parents as needed.
• Researches and resolves discrepancies of attendance information and/or documentation.
• Responds to questions from a variety of individuals (e.g., staff, parents, probation officers, other schools, Welfare Department, Housing Authority, CPS, and/or students) to provide required information and/or directions.
• Schedules meetings for Principal/Psychologist and other staff as requested (e.g., parent conferences, 504s, SSTs).
• Performs other related duties as assigned for ensuring the efficient and effective functioning of the work unit and the District, including various mandatory district trainings.

Benefits

• Criminal Justice and FBI Fingerprint Clearance
• Negative TB test result plus periodic post-employment retest as required (currently every four years)
• Pre-employment physical exam A through District’s provider

What This Job Offers

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