Attendance Secretary - Red Lake Schools #38

POSTED: 05/28/20 – 06/09/20

Position Description: Attendance Secretary

Supervisor: Principal

Bargaining Group: Minnesota School Employees' Association

Terms: 9 month employee

Position Overview: To provide secretarial and clerical assistance, including principal and staff. Ensure compliance with District policies and procedures.

Major Position Duties:

Regular Routine Duties Required Skills

(What you have to know to accomplish the job) Performance Standards

(How will you know the job is done)

Secretary Duties:

1. Maintain phone systems, such as answering calls, distributing messages and returning voicemails.

2. Maintain electronic systems, such as emails, fax and copy machines.

3. Maintain files as directed by supervisor.

4. Maintain visitor sign-in/out sheets, guide visitor's needs and help answer questions that visitors may have.

5. Prepare for registration and school open house.

6. Prepare for all staff meetings school specific sign in sheet.

7. Maintain the principal files, which include outgoing and incoming memos, faxes, letters and workshops

8. Serve as a confidential secretary to the principal and administrative staff.

9. Perform receptionist duties including faxing, maintaining mailboxes for building staff.

10. Aid staff in creating and mailing letters to student guardians for activities, permission slips, as deemed necessary.

11. Manage revolving accounts as needed.

12. Have a knowledge of and maintain an inventory of commonly used District forms.

13. Other duties as assigned.

Knowledge of:

1. District policies and procedures.

2. Applicable State and Federal policies and procedures.

3. Location of historical information and past practice.

4. Correct grammar.

5. Composition of letters and reports.

6. Computer technology.

7. Synergy

8. Mailing systems including electronic and bulk.

Skills:

1. Typing

2. Filing

3. Operate Office equipment.

4. Telephone etiquette.

5. Organization

6. Computers

7. Microsoft Office

Ability to:

1. Communicate effectively.

2. Remain Confidential.

3. Plan and organize.

4. Manage work load.

5. Speak and write effectively.

6. Work independently and with a team.

1. All calls and messages are answered or distributed properly

2. All forms of communication are current.

3. Information was processed to the satisfaction of the Principal.

4. Files are maintained and organized.

5. Visitors are properly tracked and guided in a friendly manner.

6. Concerns were communicated to the principal in a timely manner.

7. Work was efficiently completed.

8. Historical records are readily available.

9. Material to parents and guardians were sent out in a timely fashion.

10. Confidentiality was kept.

11. Supplies are readily available, ordered correctly and organized.

12. Inventory of forms are available to all staff.

13. Student records are current and maintained.

14. Attendance is current and maintained.

15. Classes and student schedules are put into Synergy in a timely fashion and are maintained.

16. Truancy notifications are sent out in a timely manner.

17. Report cards are mailed out on time.

Student Support

1. Collect records, files and make all necessary address and school changes as they are received from other schools.

2. Maintain student records.

3. Maintain and update student attendance.

4. Build classes and student schedules in the Synergy System.

5. Work with home school liaison to file truancy notifications.

6. Mail out student report cards.

Staff Support

1. Organize staff pay roll.

2. Assist with material and process needs of staff members.

3. Assist with staff attendance processes.

Ability to:

1. Plan

2. Organize

3. Make decisions

4. Analyze and plan efficiently.

5. Communicate effectively with staff, co-workers, administrators and the general public.

6. Operate a computer and office equipment.

7. Maintain accurate records.

8. Communicate effectively both verbally and in writing.

Skills of(in):

1. Computer use

2. Filing

3. Calculator operation

4. Office equipment operation

5. Microsoft Word and Excel

18. Payroll is complete and sent into the correct department on time.

19. Current attendance it kept for staff.

20. Revolving accounts are kept correctly.

Perform additional duties as assigned by supervisor; including but not limited to:

1. Other duties as assigned.

Qualifications/Requirements:

1. High School Diploma

2. Technical College Diploma, equivalent credits or two (2) years' experience in similar position is preferred.

3. Ability to lift up to 30 lbs, remain seated at workstation for long periods of time and perform repetitive movements using various office technologies.

4. Good communication skills, personal appearance and a cooperative attitude required

5. Willingness to assist where needed and the ability to establish good working relationships is essential.

Ashley VanHorn

Human Resources

Red Lake Schools #38

(218) 679-5102 Office

(218) 679-2321 Fax

avanhorn@redlake.k12.mn.us