Attendance Office Secretary C

Function / Position Summary
The secretary is a critical role and is expected to organize, establish and maintain an environment that is responsive and respectful to students, staff, parents, and community partners. The secretary ensures safe and effective school operations through office management, communications, collaboration with other staff, and directed procedures. The person in this position must exercise strong time management, multitasking, and prioritizing skills while upholding School District U-46 ICARE Standards and utilizing excellent verbal and written communication skills to ensure all timelines are met. Maintain confidentiality of student/staff information in the school and community.
Job Duties / Responsibilities

• Greet Attendance Office visitors and verify parent/guardian information.
• Answer Attendance Office phone and take messages from guardians regarding student attendance.
• Maintain accurate records for the state regarding daily ADA and monthly statistical reports for district records.
• Send messages, scan students in and out of school, enter attendance for teachers when they do not complete it, enter attendance for substitute teachers and field trips as necessary.
• Deliver messages to students and send for students when parents walk in or call.
• Monitor attendance pages.
• Other duties as assigned.

Education

• High School diploma or equivalent required.

Experience / Knowledge

• Ability to work well in fast-paced professional environment and operate with a sense of urgency in accomplishing goals and objectives while maintaining a customer focus.
• Working knowledge of Microsoft Office suite and Google applications.
• Familiar with online student information systems (i.e. Infinite Campus) preferred.
• Bilingual English/Spanish written/verbal (preferred).
• Three years of secretarial experience preferred.

Physical Demands

• Ability to work on a computer/telephone over the major portion of the day.
• Ability to lift up to 25 pounds

SECRETARIAL CLASSIFICATION CRITERIA
(As defined in the 2022-2026 Agreement between District U-46 Secretarial Association and the Board of Education)
CLASSIFICATION A (Proficiently demonstrates all criteria listed)

• Ability to communicate and interact with staff and co-workers in a professional manner
• Demonstrates positive customer service skills
• Demonstrates confidentiality
• Ability to work independently
• Ability to prioritize tasks Demonstrates organizational skills
• Keeps accurate filing
• Maintain appropriate inventories and online file management
• Able to use office machines (ex. laminator, fax, intercom, phone, copier)
• Accurate typing/keyboarding
• Working knowledge of computer programs
• Willingness and ability to learn

CLASSIFICATION B (Proficiently demonstrates all criteria listed, including classification A)

• Perform reception duties
• Perform student attendance duties
• Utilize excellent written and verbal communication skills (parents, staff and students)
• Responsible for tracking and balancing building/department expenditures (if applicable)
• Working knowledge of computer programs Word and Excel
• Willingness to learn and become proficient in advanced applications and specialized computer programs (Mail Merge, Student Information Systems, Business Portal, etc.)

CLASSIFICATION C (Proficiently demonstrates all criteria listed, including classification A+B)

• Demonstrates appropriate decision making in support of or in absence of director or supervising administrator
• Knowledge and ability to perform necessary tasks to ensure the smooth operation of the district level department/building
• Proficient in specialized computer programs and applications
• Responsible for creating and initiating written and verbal communication (community and district officials/representatives)
• Responsible for maintaining director or supervising administrator calendar/schedule (if applicable)
• Responsible for office management, environment, staff, finances (banking and financial software)
• Ultimately responsible for coordination, organization, facilitation of district level department/building

Terms of Employment

• This is a 10 month position (211 days).
• Salary and benefits as established by the Board of Education and set forth in the collective bargaining agreement as applicable.

Salary Information

• $17.83 per hour
• 8 hours per day
• Benefit / pension eligible