TITLE: HS Attendance Administrative Assistant

Non-Exempt Hourly Position

DEPARTMENT: GS High School Attendance 

10-month Position - 220 days

LOCATION: Garden Spot High School

REPORTS TO: Campus Primary Principal and Assistant HS Principals

SUMMARY OF PURPOSE

The PA School Code 13-1327 requires the school district to be responsible for monitoring and maintaining records of the attendance of all students.  The HS Attendance Officer holds the sole responsibility for maintaining daily, accurate records to meet the criteria of the Compulsory Attendance Law. The High School/District Office Counseling Secretary works with the school counseling program at the high school and district level to implement an effective counseling program that meets the needs of the students in ELANCO.  The incumbent works with other members of the Department in meeting department goals and objectives in support of the ELANCO mission to provide a social and educational environment for the students.

ESSENTIAL FUNCTIONS

1. Communicates with parents about the validity of the excuses on file or the lack of an excuse on file and will be responsible for mailing out illegal warning letters, doctor excuse only letters, 10day letters, or citations.
2. Makes decisions to put a student on doctor excuse only and type the letter to inform the parents of the decision and shares decision and supporting justification with supervisor prior to sending letter.
3. Prepares all citations that go to the District Justice for prosecution for having cigarettes or paraphernalia on campus or illegal days absent for students less than 17 years of age.
4. Retypes any citation where the parents are found innocent and re-file it in the child’s name for prosecution.
5. Keeps track daily of all parents who call in to report their child off sick, so they do not receive a phone call at night.
6. Attends court sessions periodically to be the Prosecution against students with citations when the Home and School Social Worker cannot go.
7. Changes computer daily of Illegal absences for students so that teachers can access the information online.
8. Generates a detail absence report for both assistant principals of students with three (3) or more Illegal absences and updates that list weekly to be shared regularly to monitor student absences

9. Collects all Travel forms and verifies the validity of them for approval.
10. Collects the data and types all the information into the system to create the Daily Master Sheet.
11. Member of the front office will be expected to support with:
    1. Answers phones
    2. Helps parents and students who need assistance
    3. Helps in anyway needed if a crisis arises with a student out of control.
12. Keeps track of students on Doctor’s excuse only so their illegal absences are tracked correctly.
13. Signs students in to school late and out of school for appointments.
14. Keeps track on the computer of all the different kinds of letters each student has received over the course of a school year. At the end of the year an Attendance Summary report needs to be created to represent all this information.
15. Keeps up with any new provisions and interpretations of the new attendance laws.
16. Inputs discipline into the Student Information System (i.e. PowerSchool) and completes discipline letters impacting attendance (i.e. In-School Suspension and Out-of-School Suspension).
17. Calls In-School Suspension (ISS) monitor to assure all students listed as serving ISS are present prior to completing the Master Sheet for daily attendance.
18. Assist with any projects that require administrative assistant to meet the needs of our staff and students as guided by building administration.

DEPARTMENT/ORGANIZATION

• Keeps current with related office and guidance operations, understands technology and developments that impact the department.
• Makes decisions consistent with the ELANCO mission and core values, establishes and maintains effective communication and positive relationships within ELANCO.
• Performs other functions as assigned by the Supervisor.
• Contributes to the effective team management of all issues and opportunities within

ELANCO.

• Maintains an optimum relationship with other staff members by being courteous and always mindful of the importance of confidentiality.

 MARGINAL FUNCTIONS

Marginal functions will vary with the specific assignment and depend on the particular position function for which the person is responsible.

SCOPE AND IMPACT

This position works primarily independently in the performance of the essential functions. Contacts include students, teachers, social worker(s), principals, parents, district staff, public community members, vendors and state and local agency officials related to the position.

MINIMUM REQUIREMENTS

This position requires a high school degree, an associate degree (A.A.) or equivalent from a two-year college or technical school, college degree a plus; at least three to five years related experience and/or training; or equivalent combination of education and experience.

Other Qualifications:

• Submission of pre-employment medical examination (Section 148 of the Pennsylvania School Code).
• Submission of a report of criminal history record from the Pennsylvania State Police (Section 111 of the Pennsylvania School Code
• Applicants for employment are required to obtain an FBI Criminal History Record Act 114
• Submission of a clearance report from the Pennsylvania Department of Public Welfare in accordance with Act 151 of 1994.

Such alternatives to these other qualifications as the Board may find appropriate and acceptable.

SPECIAL SKILLS

Position requires the following skills: demonstrate proficiency with the Microsoft suite of office products, Adobe Reader, PowerSchool and Schedule Star & Arbiter Sports, and other software.

Temperament: Must be highly organized; possess excellent communication skills; be confidential; act as a team player; be flexible to work on multiple tasks; pay attention to detail; be self- motivated, maintain composure and deal with constant change and frequent interruptions, demonstrate and maintain a positive attitude and be cooperative, congenial and service-oriented.

PHYSICAL/COGNITIVE/ENVIRONMENTAL

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.