Attendance Secretary (HES) (For 2026-2027 School Year)

JOB TITLE: ATTENDANCE SECRETARYDEPARTMENT: School Office AdministrationREPORTS TO: PrincipalFLSA STATUS/CLASSIFICATION: Non-Exempt; Level 3SUPERVISORY DUTIES: NoneAPPROVED ON: 02/14/2023SUMMARY: Monitors the attendance of students at assigned school, maintains attendance files and facilitates the efficient operation of the attendance or front office at assigned school; processes student records/files/enrollment; and serves as an information resource to students, staff and parents regarding attendance policies and practices.ESSENTIAL DUTIES & RESPONSIBILITIES:Responsible for all student attendance record keeping at assigned school siteReviews attendance records to identify students with excessive absenteeism and tardinessInvestigates student absences, tardiness and attendance problems and may arrange conferences with appropriate students and parents to discuss attendanceConfers with, and advises parents and students of school and district attendance policies; initiates daily parent phone calls on all absent and unexcused studentsSends required letters to parents for excessive absencesReviews and verifies submitted student absence notes/documentation. Determines validity and if absence is excused or otherwise. Issues admit slip for class when appropriateReceives absence calls from parents. Displays courtesy and professionalism when dealing with parents, students and the public. Completes and inputs phone absence reports from answering machine and daily received phone callsCompiles all required attendance reports. Reviews and maintains all required documentation; inputs attendance information using computerized system including attendance from campus check in/out logs, guidance office logs and health office logsResponsible for attendance tardy referrals; completes discipline referral and/or suspension noticesMay answer incoming calls and assist with front counter duties; meets and directs visitorsVerifies information and follows up regarding student emancipationAdjusts schedules for all students with early dismissals; directs students to counselors when appropriateMakes phone contact with parents, probation officers, caseworkers and Yavapai detention centerMakes phone contact with special services and S.E.A.S., as necessaryProcesses all open enrollment forms; maintains current information on numbers of students attending on open enrollment statusRegisters all incoming students and maintain accurate class lists and school recordsMaintains accurate cumulative files for each studentMaintains inactive files for current location and tracking of all files sent to other district locationsFollows State Laws and District policies regarding retention of inactive filesKNOWLEDGE, SKILLS & ABILITIES:Ability to operate standard office equipmentAbility to communicate effectively verbally and in writingAbility to do detailed mathematical computationsAbility to maintain confidentialityProduce accurate work and complete assignments with minimal supervisionAbility to apply common sense understanding to solve practical problems and deal with a variety of situationsAbility to work cooperatively and courteously with staff, students, parents and community membersKnowledge of applicable Federal and State laws, district procedures and Board policiesAbility to handle confrontation and conflict without an emotional responseQUALIFICATIONS & REQUIREMENTS:Education & Experience:High School diploma or equivalent1 year previous school attendance experience preferredAny equivalent combination of training, education and experience that meets minimum requirementsCriminal justice/Fingerprint clearanceComputer Proficiency: Demonstrated general proficiency in computer programs such as Microsoft Excel, Word and Google Suite.PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.While performing the duties of this job, the employee is required to reach with hands and arms. The employee is frequently required to sit and occasionally stand and walk. The employee may be required to move ten pounds and could occasionally lift or move up to twenty-five pounds.WORK ENVIRONMENT:Indoor office environment. This position regularly works indoors. The noise level in the work environment is generally quiet to moderate and may become excessively noisy at times. Will have contact with employees, external agencies and the public.Disclaimer: The duties and responsibilities identified in this position description are illustrative only and are in no way intended to be a complete list of activities that may be required of an incumbent. The information contained in this job description is for compliance with the American Disabilities Act (ADA) and is not an exhaustive list of duties performed for this position. Additional duties are performed by the individual currently holding this position and additional duties may be assigned.