Clerk, Attendance/Receptionist Jobs

**JOB DESCRIPTION**

Job Title

**Clerk, Attendance/Receptionist**

Evaluation Type

**Paraprofessional**

Department

**Designated Campus**

Pay Grade **Elementary – P3**

FLSA

**Non-Exempt**

Date Revised

**June 2023**

Supervisor

**Campus Principal**

• PRIMARY PURPOSE:** Under close supervision, perform data entry, monitor, and maintain auditable and accurate student attendance accounting records in accordance with district policy and procedures, Texas Education Data Standards (TEDS), and the School Attendance Accounting Handbook (SAAH).
• CHARACTERISTIC DUTIES & RESPONSIBILITIES:** The essential functions, pursuant to the Americans with Disabilities Act, may include the characteristic duties, responsibilities, knowledge, skills, and abilities noted herein; however, this is not a comprehensive listing of all functions and tasks performed by positions found in this job description.

Qualifications

**Education/Certification:**

• High school diploma or equivalent

Special Knowledge/Skills

• Ability to work cooperatively with all stakeholders
• Ability to maintain confidentiality
• Ability to use personal computer and software to develop spreadsheets and databases, and create word processing documents
• Proficient in keyboarding and file maintenance
• Ability to communicate clearly both in writing and verbally
• Ability to maintain accurate and auditable records
• Ability to prioritize and organize work responsibilities
• Ability to meet established deadlines
• Professional telephone demeanor

Experience

• One to three years of data entry experience, preferably in public education environment

Attendance Accounting

**MAJOR RESPONSIBILITIES AND DUTIES:**

• Contact parents/guardians to verify student absences as needed and report attendance problems to designated administrator or staff members.
• Generate and distribute excessive absence and tardy letters or other attendance related letters.
• Collect and enter student attendance data into established databases and verify accuracy according to prescribed procedures.
• Prepares weekly, six weeks, and yearly reports on student attendance.
• Create and maintain audit boxes for each school year according to records retention requirements.
• Maintain confidentiality of all student records.
• Process and maintain accurate Public Education Information Management System (PEIMS) data for state agencies.
• Report all attendance problems to the designated administrator.
• Prepare, print, and distribute attendance accounting reports to appropriate campus/district staff.
• Files student absent notes in daily attendance folders.
• Verify with parents and teachers the validity of daily attendance as reported in established databases and paper attendance reports.
• Summarize results of attendance calls in order to convey communicable diseases to the nurse.
• Retain all supporting documentation for absences according to attendance audit requirements.
• Attend all required district attendance training.
• Compile, maintain, file, and distribute all reports, records, and other documents as required following established procedures.

School/Community Relations

• Perform campus receptionist duties.
• Greets and directs campus visitors.
• Manage campus visitor and volunteer system.
• Assist families, students, and staff with questions regarding student attendance in a timely manner.
• Interact positively with employees and the community to provide needed information and to promote the district in a favorable manner.
• Receives and directs incoming calls, takes reliable messages, and routes communication to appropriate staff members.
• Provide assistance to campuses/departments as requested.

Other

• Sort, distribute, and deliver mail and other documents.
• Assist in the campus office as needed.
• Comply with policies established by federal law, including but not limited to State Board of Education and local Board policy.
• Follow district safety protocols and emergency procedures.
• Participate in professional development training programs, faculty meetings, and special events as assigned.
• Perform other duties as assigned by the supervisor or other administrator that are consistent with the general requirements and qualifications for the position.
• Maintain confidentiality.

Supervisory Responsibilities

• None

Mental Demands/Physical Demands/Environmental Factors

• Work with frequent interruptions; maintain emotional control under stress
• Prolonged sitting; occasional bending/stopping, pushing/pulling, and twisting
• Standard office equipment including personal computer, printer, shredder, copier, telephone, and other equipment applicable to the position.
• Occasional light lifting and carrying (less than 15 pounds)
• Repetitive hand motions; frequent keyboarding and use of mouse; occasional reaching
• May work prolonged or irregular hours