Student Attendance Specialist (Secretary)

Under direction of the principal or assistant principal, school secretaries perform a wide variety of responsible and complex administrative duties to ensure efficient operation of the school and to support the District's mission to ensure that every student develops the enduring knowledge, skills and character to thrive in a changing world.

Responsibilities

Primary Duties:

• Perform a wide variety of complex, responsible and confidential duties for the principal or assistant principal.
• Prepare and revise office forms; initiate, organize and maintain complex filing systems and records; ensure all forms are updated and accurate.
• Provide exceptional customer service to students, staff and visitors at the school, answer school phones and respond to requests of information.
• Word process and proofread a wide variety of reports, letters, memoranda and correspondence.
• Utilize various computer applications and software packages; enter data, maintain and generate reports.
• Support building principal or assistant principal in communications with staff including, but not limited to, weekly bulletins, daily announcements, newsletters, flyers for student distribution and website maintenance; complete mail merges.
• With direction from the principal or assistant principal, maintain and coordinate multiple calendars to include in the school activities calendar.
• Assign and inventory school and classroom keys and access cards.
• May be asked to attend meetings and act as recorder for faculty meetings, preparing reports for actions taken and assignments made.
• Sort and deliver mail daily.
• Orient and direct substitute teachers and substitute classified personnel in the school.
• Report to work on time and accurately record time worked.
• Assist the health office when health aide is unavailable or not scheduled.
• Maintain office equipment.
• Other duties as assigned.

When Assigned To Financial Secretary:

• Maintain school activity accounts; make bank deposits, reconcile statements and maintain records of balances and disbursements.
• Write purchase orders and pay bills.
• Maintain all paperwork on file for yearly audit.
• Maintain deposit register.
• Provide monthly activity account reports.
• Track all funds from fundraising events, class fees and building rentals.
• Coordinate sales of activity cards and yearbooks.
• Processes student accounts payable.
• Input and maintain data in district financial operating system; send necessary paperwork to the district office.
• Oversee building budgets and work with the principal or assistant principal in budget preparation; provide principal with monthly budget updates and reports.
• Prepare and submit reimbursement requests to District Office.
• Purchase office supplies.
• Manage and report absence balances for school staff; track and complete substitute teacher reports. (In some schools, this may be assigned to the student management secretary.)
• Process all transportation billings, including reports on allotted miles.
• Maintain copier supplies, copy of counts for billings and maintenance contracts.
• May schedule building usage and rentals.
• Coordinate and assist with athletic scheduling, fee collection, transportation, lodging and officials.
• Required attendance at district trainings.
• Other duties as assigned.

When Assigned To Student Management Secretary:

• Enter, maintain and extract student information in Infinite Campus, including up to date family information.
• Register new students; withdraw non attending students.
• Complete district reports on students entering and leaving the school.
• Complete CDE October count and provide back up information when needed.
• Process grades and print report cards.
• Manage records request process in a timely fashion.
• Maintain accurate attendance records in Infinite campus; inform administrators of excessive or unexcused absences and may call students who are reported absent.
• Complete CDE attendance reports.
• Maintain student files.
• Maintain current class lists.
• Coordinate transportation for activity trips and complete student bus discipline correspondence.
• Assist in building master schedule; schedule students into classes throughout the year.
• Update website information with correct phone number and room assignments.
• Maintain official student transcripts.
• Required attendance at district training.
• Other duties as assigned.

Requirements

Knowledge of:

• English usage, spelling, grammar and punctuation
• Modern office procedures and methods
• Extensive knowledge of Microsoft Office programs, especially Word and Excel
• Principles and procedures of record keeping and retention
• Principles of business and letter writing and basic report preparation
• Basic mathematical principles
• Principles used in clerical accounting and bookkeeping (financial secretary)

Ability To:

• Work efficiently with a service oriented attitude under stressful situations with constant interruption
• Perform responsible and complex clerical work
• Effectively manage time and multiple responsibilities
• Interpret and apply District policies and procedures
• Monitor and track budget expenditures (financial secretary)
• Independently prepare correspondence and memoranda
• Initiate projects to improve building operations
• Be detailed oriented
• Implement and maintain standard filing system
• Recognize and diffuse potentially hostile situations appropriately
• Work independently in the absence of supervision
• Maintain confidential records and reports
• Operate and use modern office equipment including a computer and various software packages
• Communicate clearly and concisely, both orally and in writing
• Establish and maintain effective working relationships with those contacted in the course of work

Qualifications

Three years of complex administrative support. Equivalent to the completion of the twelfth grade supplemented by specialized clerical training.

Working Conditions

• While performing the duties of this job, the employee regularly works inside.
• The noise level is usually moderate with many interruptions.
• Office environment; exposure to computer screens and use of a keyboard.
• The employee is frequently required to sit, walk and stand.
• Occasional lifting of 25 pounds or less.

Building secretaries are scheduled to work 185 days and are non-exempt staff. Most building principals may require secretaries to work additional days prior to the beginning and end of the school year.

Pay

Hourly range: $22.07 to $26.86/hour, depending on qualified experience

Schedule

Full Time, Monday - Friday

Benefits

• Full district paid employee health benefits as well as voluntary vision, dental, and dependent coverage.
• Paid personal and sick leave, paid parental leave for mothers and fathers.
• A robust retirement plan under Colorado PERA with a district contribution of over 20% of an employee's wages each month.
• Employee Assistance programs.
• A district wellness program.
• Access to discounted ski passes and other community benefits.
• Access to affordable housing program.