GENERAL DESCRIPTION

The attendance secretary is responsible for all student attendance data and tracking; coordinates school responsibilities related to state truancy laws and attendance communication; and acts as a liaison between principal(s) and staff, students, parents/guardians, and the community, providing clear communications as directed by administration.

The After-School Detention chosen applicant provides a safe and focused educational environment for students while they are assigned after-school detention (ASD).  The ASD chosen applicant assists in providing instruction and supervision of students in a variety of settings.  These settings include, but are not limited to: classrooms, playground/recess, crosswalks, hallways, and bus/loading areas. 

DUTIES AND RESPONSIBILITIES

A secretary hired for this assignment may perform all or some of the responsibilities defined below.

• Be thoroughly familiar with the operation of the school
• Greet visitors, staff, and students both in person and via phone, in a friendly and professional manner
• Respond to questions and requests from staff, students, parents and supervisors in a positive and professional manner both in person and via phone providing a high level of customer service
• Be thoroughly familiar with attendance laws, along with district policies and procedures
• Record, maintain, and generate accurate reports regarding attendance
• Arrange contact with parents/guardians of absent students, including automated calls
• Provide daily attendance reports to administrators
• Process truancy petitions and correspondence
• Assign student lockers
• Coordinate with Alternative Learning Experience (ALE) programs regarding shared students
• Maintain current student attendance information in student records management database and student cumulative and confidential files
• Train and supervise student office assistants
• Supervise, monitor, and support students, including before and after school, recesses, and lunch
• Assist with student attendance incentives
• Support school office and provide coverage as needed
• Edit, design, and distribute communications
• Perform all clerical work as assigned by the principal(s) and/or counselor(s)
• Establish and maintain electronic and manual filing systems, following state records retention guidelines
• Investigate and resolve discrepancies and problems in student records database
• Use two-way radios to maintain contact within building as needed
• Operate office equipment, including copy machines, computers and printers
• Update and maintain building website and calendars
• May provide support for after-hours events as needed
• Provide a high level of customer service
• Handle confidential information with integrity and discretion
• Other duties as assigned

ASD - DUTIES AND RESPONSIBILITIES

• Monitor a highly structured After-School Detention program.
• Set up transportation for students at conclusion of ASD and monitor students until they are on their bus or picked up by the parent/guardian.
• Support implementation of teacher designed instructional activities and classroom routines.
• Conduct teacher/therapist-designed instructional experiences.
• Work with individual and small groups of students.
• Supervise, model, and teach expected behaviors across educational settings, including ASD room, classrooms, lunchroom, playground, office, hallways, etc.
• Implement school wide and individual behavior support plans.
• Foster social and language development through play activities and active engagement with children.
• Promote students’ best interests through positive role modeling and student advocacy.
• Administer assessment materials as trained or delegated.
• Assist in preparation of instructional materials and perform clerical duties associated with general instruction program.
• May administer medications pursuant to Board policy and pursuant to state and federal law.
• Perform first aid.

Each of the positions at the specific school serves as one unit of the whole team, and as such, is subject to assignment to tasks in other areas as directed within the classification.

KNOWLEDGE, SKILLS AND ABILITIES

• Ability to independently make decisions that align with district policy and administrator expectations
• Ability to organize and accomplish a variety of responsibilities independently with limited direction, often under stressful conditions and with regular interruptions
• Maintain an attitude of helpfulness, flexibility, and professionalism, and provide excellent customer service to students, staff and public in a confidential and ethical manner
• Ability to work collaboratively as part of the school office team and maintain positive relationships with students, parents, co-workers, and patrons
• Ability to maintain confidentiality
• Ability to supervise and interact with students in a positive and professional manner
• Ability to remain calm in times of high stress
• Possess clerical skills with solid technology background, including Google Drive, database management and Microsoft Office proficiency (Word, Excel, Outlook, and Publisher); proficiency with Skyward preferred, including the ability to create and modify documents and to adapt to new technologies
• Ability to operate standard office equipment
• Respect confidential nature of student information and avoid sharing of information regarding students
• Must have knowledge of, or demonstrated ability to learn, district-approved record keeping and reporting systems
• Demonstrated ability to work with people in a positive manner
• Must demonstrate effective organizational skills and demonstrate ability to effectively meet timelines

MENTAL DEMANDS

• Required to work independently, potentially under stressful conditions with frequent interruptions
• Required to work with a wide range of vendor, staff, student, and public behaviors and needs in a positive and service-oriented manner
• May experience shifts in work schedule according to district needs
• May occasionally deal with distraught or difficult students, staff and/or members of the public

PHYSICAL DEMANDS

• Ability to lift up to 45 pounds
• Amount of sitting, standing and walking may vary depending on assignments. Generally, the job requires 60% sitting, 20% walking, and 20% standing.
• The usual and customary methods of performing the job's functions require the following physical demands: the employee frequently will stand and walk and use hands for repetitive grasping and significant fine finger dexterity. The employee is frequently required to sit, bend at neck and back, use hands to push/pull and lift/carry; squat, kneel, climb stairs or ladders, reach overhead, lift overhead, and knee stand.

REQUIRED QUALIFICATIONS

• Must have a high school diploma or equivalent
• Secretarial experience preferred
• Type and/or keyboard accurately at 45 adjusted wpm*
• Basic computer knowledge and skills, including Google Drive, MS Windows, Excel, Word, and Outlook*
• Ability to use proper grammar and English in both oral and written communication, as well as the usage of correct spelling and basic arithmetic functions*

*Testing to be used to determine knowledge of pertinent skills

TERMS OF EMPLOYMENT

• Secretarial Classification on Public School Employees of Cheney Salary Schedule
• School year position: 180 workdays, hours vary by building

CLEARANCES

WSP/FBI criminal history background clearance

EVALUATION

The employee shall be evaluated per the terms of the Public School Employees (PSE) Collective Bargaining Agreement by the building principal, department director, or designee. The process shall include an evaluation of the employee’s performance of the above Duties and Responsibilities and Knowledge, Skills and Abilities.

CONTINUING EDUCATION/TRAINING

• Must complete school safety training within thirty (30) calendar days from hire date and annually thereafter
• Must acquire and maintain CPR/First Aid card within sixty (60) calendar days from hire date and as scheduled thereafter
• Attend designated trainings as specified by supervisor and/or department director in order to maintain knowledge/skills

HISTORY

Job description and format updated: February 2022

Cheney Public Schools does not discriminate in any programs or activities on the basis of sex, race, creed, religion, color, national origin, age, veteran or military status, sexual orientation, gender expression or identity, economic status, pregnancy, familial status, marital status, disability, or the use of a trained guide dog or service animal, and provides equal access to the Boy Scouts and other designated youth groups. The following employees have been designated to handle questions: Title IX/Chapter 28A.640 Officer/Civil Rights Compliance Coordinator/ADA Coordinator - Tom Arlt, Assistant Superintendent, Cheney School District, 12414 S. Andrus Rd. Cheney, WA 99004 Phone: (509) 559-4550; Section 504 Coordinator - Franklin Day, Director of Student Support Services, Cheney School District, 12414 S. Andrus Rd., Cheney, WA 99004 Phone: (509) 559-4507.

EQUAL OPPORTUNITY EMPLOYER