Purpose Statement

The job of ATTENDANCE/TRUANCY CLERK is done for the purpose/s of The job of ATTENDANCE/TRUANCY CLERK is done for the purpose/s of ensuring daily attendance information is received, families contacted for absence verification, and data is accurately recorded; performing hourly student absence confirmation; notifying parents/guardians of student unexcused absences; maintaining automated student attendance system; tracking attendance records for student entry and exit from campus during school hours; researching discrepancies of attendance information; preparing attendance-related reports and written materials; monitoring student incentive items budget and inventory; processing documents and materials; maintaining a variety of manual and electronic documents, files, and records; collaborating with community organizations; and, responding to inquiries from a variety of internal and external parties.

This Job reports to Assigned Supervisor

Essential Functions

Collaborates with community organizations for the purpose of developing supportive fundraising relationships.

Maintains automated student attendance system (e.g. student attendance; student-related correspondence, home visits; student interactions, parent calls, etc.) for the purpose of ensuring accurate tracking and documentation of student attendance and/or contact; and, identifying students with attendance issues and potential need for intervention.

Maintains a variety of manual and electronic documents, files, and records (e.g. student attendance, data spreadsheets, notification logs, etc.) for the purpose of providing accurate and current information and/or historical reference in accordance with established administrative guidelines and legal requirements.

Monitors student incentive items budget and inventory for the purpose of maintaining inventory and availability of items within budget.

Notifies parents and/or guardians of unexcused student absences for the purpose of meeting district administrative requirements and mandated guidelines.

Performs duties of absent school office staff as requested for the purpose of ensuring continuity of critical duties and services to students.

Performs hourly student absence confirmation (e.g. determine absent student's current location, check doctor's notes/call slips, make appropriate phone calls, etc.) for the purpose of identifying excused/unexcused absences, locating students, and providing appropriate absence information to School Counselor.

Prepares attendance-related reports and written materials (e.g. weekly principal report, court affidavits, parent letters, Department of Children and Families reports, etc.) for the purpose of conveying information regarding student attendance and procedures.

Processes documents and materials (e.g. report discrepancies, status changes, absence verifications, etc.) for the purpose of disseminating information appropriately in compliance with established administrative guidelines.

Receives daily attendance information is received, families contacted for absence verification as needed, and data is accurately recorded for the purpose of obtaining and accurately documenting student attendance, providing absences/truancy information to School Counselor as needed, and collaborating with families to identify methods of improving student attendance.

Researches discrepancies of attendance information and/or documentation for the purpose of ensuring accuracy of attendance data.

Responds to inquiries from a variety of internal and external parties (e.g. staff, parents, students, other schools, students, etc.) for the purpose of providing information, facilitating communication between parties and/or providing direction.

Tracks attendance records for student entry and exit from campus during school hours (e.g. admission slips, late notices, class release forms, etc.) for the purpose of ensuring accurate reporting of excused/unexcused absences and truancies.

Other Functions

Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.

Job Requirements: Minimum Qualifications

Skills, Knowledge and Abilities

SKILLS are required to perform multiple tasks using existing skills. Specific skill based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment including pertinent software applications; reading, writing, and communicating clearly in English; and, preparing and maintaining accurate records.

KNOWLEDGE is required to perform basic math, including calculations using fractions, percent's, and/or ratios; understand written procedures, write routine documents, and speak clearly; and understand complex, multi-step written and oral instructions. Specific knowledge based competencies required to satisfactorily perform the functions of the job include: pertinent codes, regulations and laws related to student attendance; intermediate data entry, spreadsheet, and word processing; and, business telephone etiquette.

ABILITY is required to schedule activities, meetings, and/or events; gather, collate, and/or classify data; and use basic, job-related equipment. Flexibility is required to work with others in a variety of circumstances; work with data utilizing defined but different processes; and operate equipment using defined methods. Ability is also required to work with a diversity of individuals and/or groups; work with a variety of data; and utilize specific, job-related equipment. Problem solving is required to identify issues and create action plans. Problem solving with data requires independent interpretation of guidelines; and problem solving with equipment is limited. Specific ability based competencies required to satisfactorily perform the functions of the job include: establishing and maintaining effective working relationships; working with detailed information/data; meeting deadlines and schedules; communicating with diverse groups and individuals; working with frequent interruptions; setting priorities and working under minimal supervision; maintaining confidentiality; being attentive to detail and accuracy; and, adapting to changing work priorities.

Responsibility

Responsibilities include: working under direct supervision using standardized routines; providing information and/or advising others; operating within a defined budget. Utilization of some resources from other work units may be required to perform the job's functions. There is a continual opportunity to have some impact on the organization’s services.

Work Environment

The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling, some stooping, kneeling, crouching, and/or crawling and significant fine finger dexterity. Generally the job requires 60% sitting, 20% walking, 20% standing. The job is performed in a generally hazard free environment.

Experience: Job related experience is desired.

Education: High school diploma or equivalent.

Equivalency:

Required Testing Certificates and Licenses

None Specified None Specified

Continuing Educ. / Training Clearances

None Specified None Specified

FLSA Status Approval Date Salary Grade

Non Exempt