Job Title:               School Office/Attendance Clerk, Elementary, Middle, and High School

Job Code:              145

Grade:                    C

DOT Code:           203362010

Prepared By:         Nathaniel Adams

Prepared Date:     July 18, 2021

Approved By:       Leisa G. Woolfolk

Approved Date:   July 27, 2021

SUMMARY

Collect and maintain student attendance information at the school level. In addition, the Office/Attendance Clerk is responsible for assisting in ensuring the implementation of district and state attendance requirements by preparing and distributing attendance reports and materials as needed.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Essential duties and responsibilities include the following. Other duties may be assigned.

• Assists school secretary with clerical and/or office duties.
• Assist the school principal and/or his designee in addressing student attendance and absenteeism.
• Keeps daily attendance and generates necessary reports, letters, and parent contacts. 
• Inputs and logs all student absences and tardiness in the state reporting system, JCampus.
• Checks students in and out and calls parents when students become ill. 
• Prepares daily, weekly, and/or monthly excessive absence report and submit to designated school-level personnel.
• Prepares and mails letters to parents notifying them of their child’s excessive absences and/or lateness.
• Prepares suspension notices and court referrals for submission to the attendance office.
• Regularly contact attendance facilitator/supervisor of child welfare and attendance and/or truancy officer regarding historical and non-historical truant student attendance. 
• Distributes letters regarding absences to the appropriate individual and maintains a record of letters via document archive of JCampus.
• Ensures all students entering school have a cumulative record, including student’s birth certificate, social security card, immunization record, and residency verification. 
• Prepares transfer and withdrawal notices and ensures students are not withdrawn from school until completing the entrance process at their prospective schools.
• Enter any communication regarding students in to the parent communication log in JCampus.
• Work closely with the teachers and school counselors to identify students with truancy issues weekly.
• Assist parents in reconciling unexcused absences.
• Assist counselors with identifying and assisting students who should be McKinney Vento students.
• Administer medication and first aid to students.
• Acts as school receptionist by answering inquiries and assisting parents, teachers, and students.
• Performs other related duties as required or assigned.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

High School Diploma or GED; zero to six months job-related experience.

LANGUAGE SKILLS

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before

employees of organizations.

REASONING ABILITY

Ability to apply commonsense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

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 this 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 regularly required to sit and use hands or fingers, handle or feel objects or controls. The employee is occasionally required to stand, walk, and talk or hear.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  The noise level in the work environment is usually moderate.

PROFESSIONAL CONDUCT

Employee acknowledges that he/she is required to maintain a high standard of professional conduct.  Breach of said professional conduct includes but is not limited to: neglect of duty, dishonesty, engagement in acts that are contrary to CPSB policy, unlawful activities, or any other conduct which is seriously prejudicial to the school system.

CHAIN OF SUPERVISION

School Principal

TERMS OF EMPLOYMENT

194 days

Employee Name:  _______________________________________   SSN:  ________-____________-________

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Employee Signature                                                                                            Date