Secretary III (Attendance Secretary) - Wachter Middle School

This is a 9-month position.

Purpose

The job of Secretary III (Attendance Secretary) is performed for the purpose of providing a variety of administrative and secretarial support to assigned school site administrators. This includes monitoring assigned activities and providing information, recommendations, and/or direction as requested by the assigned administrator.

Responsibilities

• Administer prescribed medication and attend to the health needs of students in the absence of the nurse, including situations with exposure to blood and bodily fluids, ensuring compliance with District guidelines.
• Assist the School Resource Officer by preparing confidential demographics and communicating with students.
• Coordinate substitutes by contacting substitutes from the available list to fill specific grade-level needs.
• Manage safety procedures, including lockdowns, shelter-in-place, and physical plant emergencies, and monitor the building main entrance to ensure student and staff safety.
• Create documents and materials for various purposes, including daily announcements, website updates, parent communication, newsletters, schedules, handbooks, and brochures.
• Greet visitors, handle inquiries, and direct visitors to appropriate destinations.
• Maintain a variety of manual and electronic documents and records, such as emergency information, employee records, financial records, work orders, facility use, and student records, ensuring they are up-to-date and compliant with administrative guidelines and legal requirements.
• Manage the automated student attendance system, notify parents/guardians of absences, obtain attendance records, prepare reports, and research discrepancies.
• Oversee various school processes and procedures, such as student ID cards, STARS Reports, and CPI Certifications.
• Attend and participate in meetings, workshops, and trainings to provide or receive information, record minutes, and support the needs of attendees and administrators.
• Prepare a variety of documents, including correspondence, agendas, minutes, event programs, bulletins, reports, schedules, calendars, and confidential documents.
• Develop specialized documents and technical reports related to student testing, deportment, accidents, enrollment, suspensions, and withdrawals.
• Process documents and materials such as time sheets, work orders, requisitions, travel reimbursements, and budget transfers to disseminate information in compliance with guidelines.
• Process incoming and outgoing mail to ensure timely delivery to faculty and staff.
• Address health and medical needs, including emergencies and daily student health needs.
• Support administrative processes for summer school, student services, student activities, budgets, locker assignments, student counseling, sports fees, NDHSAA reports, and student testing.
• Respond to inquiries from internal and external parties, including staff, parents, students, and public agencies, to provide information and facilitate communication.
• Supervise students before, after, and during school, including those brought to the office for discipline procedures.
• Provide administrative support, including handling confidential reports, graduation processes, travel arrangements, and clerical tasks.
• Follow and enforce school policies and procedures in all aspects of the job.
• Perform other duties as assigned to support the effective operation of the work unit.

Requirements

• High school diploma or equivalent.
• Job-related experience.
• Criminal Justice Fingerprint/Background Clearance.

Skills

• Ability to operate standard office equipment and use pertinent software applications.
• Competence in planning and managing projects.
• Strong written and verbal communication skills.
• Proficiency in preparing and maintaining accurate records.
• Basic math skills, including calculations using fractions, percentages, and ratios.
• Ability to read technical information, compose documents, and facilitate group discussions.
• Understanding of business telephone etiquette, school regulations and processes, and grammar and punctuation concepts.
• Ability to schedule activities, meetings, and events.
• Ability to gather and collate data.
• Ability to work with others in a variety of circumstances.
• Utilize defined processes to work with data and operate equipment using standardized methods.
• Maintain confidentiality, meet deadlines, and work with frequent interruptions.
• Establish effective working relationships and handle multiple projects.

Work Environment

• Physical demands include some lifting, carrying, pushing, pulling, stooping, kneeling, crouching, and fine finger dexterity.
• Generally involves 60% sitting, 20% walking, and 20% standing.
• The job is performed under conditions with some exposure to risk of injury and/or illness.