Purpose Statement
The job of Attendance Clerk I is done for the purpose/s of ensuring accurate attendance accounting within the District; conveying attendance related information to appropriate parties; and providing general clerical support, information and/or direction as may be assigned at assigned school site.
This job reports to Site Administrator
Essential Functions
Inputs data into commercial and customized databases (e.g. attendance, scheduling, all calls, nurse's input, etc.) for the purpose of ensuring accuracy of data.
Maintains automated student attendance system for the purpose of ensuring accurate tracking and documentation of student attendance.
Maintains a variety of manual and electronic documents, files, and records (e.g. student attendance, substitute attendance, etc.) for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements.
Notifies parents and/or guardians (e.g. student absences, discipline/behavior matters, appointments, etc.) for the purpose of meeting district administrative requirements and mandated guidelines.
Obtains attendance records for student entry and exit from campus during school hours (e.g. admission slips, late notices, class release forms, etc.) for the purpose of ensuring accurate reporting of excused absences and truancies.
Prepares 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.
Processes documents and materials (e.g. report discrepancies, status changes, absence verifications, field trip requests, etc.) for the purpose of disseminating information in compliance with established administrative guidelines.
Researches discrepancies of attendance information and/or documentation for the purpose of ensuring accuracy of attendance data.
Responds questions from a variety of individuals (e.g. staff, parents, other schools, and/or students, etc.)
for the purpose of providing information and/or directions as may be required.
Other Functions
Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.
Job Requirements: Minimum Qualifications
Skills, Knowledge and Abilities
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; preparing and maintaining accurate records.
KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, 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: codes, regulations & laws related to student attendance; business telephone etiquette.
ABILITY is required to schedule activities; gather, collate, and/or classify 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 wide diversity of individuals; work with specific, job-related data; and utilize specific, job-related equipment. Some problem solving may be required to identify issues and select action plans. Problem solving with data requires following prescribed guidelines; 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; ability to read, write and communicate clearly in English.
Responsibility
Responsibilities include: working under direct supervision using standardized procedures; providing information and/or advising others; 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 85% sitting, 10% walking, and 5% standing. The job is performed in a generally hazard free environment.