Administrative Assistant - Attendance [ESP2273]

Job Title: Administrative Assistant I

Classification Title: Attendance Administrative Assistant

Calendar: D, 9.5 Months
ESP Salary Schedule: Range 40 Step 1
Hours: 8/Day 40/Week

Location: Mount Ogden Jr. High

General Purpose

Responsible for providing administrative and clerical services for the assigned school or department.  Duties include answering phones, maintaining records, scheduling appointments and maintaining calendars, preparing and responding to correspondence and providing support for students, parents and staff. 

Main Tasks and Responsibilities

• Maintain attendance count for the school.
• Receive teacher-prepared student absentee sheets for each class hour and input student absentees into the computer.
• Prepare and distribute daily absence reports.
• Telephone parents regarding their child's excessive absenteeism; send responses to appropriate teachers.
• Prepare and mail attendance letters to parents.
• Handle records of suspensions and reinstatements of students; maintain disciplinary files; and track detentions as assigned.
• Enter corrections, changes, or additions to student records on the computer.
• Handle court referrals; send information on students to the District, which is sent to the court.
• Assist in obtaining homework from the teacher for a student who is ill.
• Assist in mailing the failing midterm reports and bulk mail.
• Assist ill students.
• Assist in collecting all outstanding fines or fees, as assigned.
• Assist with student busing.
• Act as fee waiver liaison, when assigned.

Other Duties as Assigned

• Answer telephones and give information to callers, take messages and/or route to appropriate staff members.
• Open, read and route incoming mail/email. 
• Copy, file and distribute a variety of documents.
• Work with word processing, spreadsheet and database software to complete administrative tasks.
• Handle extensive confidential information.
• Provide clerical and administrative support for staff as assigned.
• Compose and type routine correspondence; prepare materials for special events such as invitations, guest lists RSVPs, programs, etc.
• File correspondence and other records
• Schedule appointments and make changes to the calendar as necessary.
• Greet visitors; ascertain nature of business, and direct visitors to the employer or appropriate person.
• Make decisions regarding dissemination of information, screening of visitors and deferral or immediate action in the absence of supervisors.
• Compile and type statistical information and reports; maintain related databases and enter new data as necessary.
• Schedule meetings and record minutes of meetings as assigned.
• Prepare outgoing mail.
• Produce information by transcribing, formatting, inputting, editing, retrieving, copying and transmitting text data and graphics.
• Order and stock office supplies as necessary; processes purchase orders as necessary.
• Follow purchasing requirements and processes.
• Maintain office equipment such as copiers and computers; calls for assistance when needed for more complex repairs and maintenance. 
• Assist in developing and distributing information packets, notes and the like to students, parents and staff as needed. 
• Serve as backup for other clerical and administrative staff as assigned. 

Education and Experience

• A High School Diploma or equivalent.
• One (1) year of related experience.
• Knowledge of bookkeeping and skill in typing, computers, and using a calculator.

Working Conditions and Physical Requirements

• The job occasionally requires light physical exertion including walking, standing, motor vehicle operation and other forms of light physical activity.
• Work is carried out in an agreeable environment as generally represented by normal office conditions and little or no unpleasant elements.