BASIC JOB FUNCTION :
Under the direction of an administrator or designee at a secondary school to perform clerical functions pertaining to a pupil enrollment and attendance record management system; to perform a variety of clerical related tasks regarding pupil enrollment and attendance reports; and to do other related work as required. Incumbents in this classification provide students, staff and the public with attendance information through the performance of a wide variety of clerical services which directly supports learning. Examples of Duties
ESSENTIAL JOB FUNCTIONS
Performs specialized clerical activities and functions related to student enrollment and attendance requiring a familiarity with legal mandates, district policies and regulations
Collects, compiles, computes, verifies pupil attendance reports
Prepares hourly, daily and monthly summary reports regarding student attendance and enrollment data
Posts pupil absences; clears and verifies absences by reviewing parental notes and through telephone contacts; checks in late-arriving students and updates automated student system for late-arrivals
Assists students with short-term independent study agreements; collects signatures by student, parent, grade level coordinator; assists with the collection of work; monitors completed work; enters credit for average daily attendance (ADA)
Maintains records of student suspensions; maintains records of students enrolled in Home Hospital programs / home school programs
Coordinates automatic calling system to alert parents of daily absences; follows up with parents
Assists in the preparation and distribution of correspondence regarding excessive pupil absences
Performs a variety of enrollment and attendance record management, storage and retrieval functions
Maintains a variety of manual and electronic documents, files and records to document and/or provide reliable information
Operates an automated student system to input pupil enrollment and absence data and extracts output reports as required
Responds to inquiries from a variety of sources including staff, students, parents, and/or other school districts, regarding student enrollment and attendance, which may require research and data abstraction
Processes documents and materials that may include change of address forms, emergency cards, grade reporting cycles, and quarterly report cards to disseminate information to appropriate parties
Receives and initiates a variety of telephone and personal contacts with District personnel and parents regarding enrollment and attendance related matters
Oversees student workers and other clerical employees as required
Assists in the Health Office as required
May assist in the preparation of documents and records for archive storage
May prepare enrollment and attendance related reports which contain sensitive and confidential information
May administer routine First Aid and contact appropriate person and agency in event of serious illness or injury
Performs other duties related to the class as assigned
JOB REQUIREMENTS QUALIFICATIONS
Skills, Knowledge and/or Abilities Required:
Skill to:
Operate standard office equipment including use of computer applications, accounting software and calculators
Apply State and District policies and regulations
Establish and maintain a variety of complex and sensitive files and records
Knowledge of:
Modern office practices, methods and procedures
Appropriate English usage, spelling, grammar, punctuation, and arithmetical concepts
Standard office machines and equipment, including computer terminals and microcomputers
Operational procedures and policies, rules, regulations and legal provisions pertaining student enrollment and attendance matters
Ability to:
Perform clerical work requiring speed and accuracy
Understand and clearly communicate legal mandates, policies, and regulations pertaining to attendance related matters
Direct and train assigned student assistants
Think logically with attention to detail
Prepare clear and accurate reports
Understand and carry out oral and written instruction
Establish and maintain positive and effective working relationships
Work courteously and tactfully with co-workers, public, pupils and parents
Promote team building and a positive work environment
Adapt easily to work assignment, additional priorities, and new procedures
Receive constructive criticism and modify work appropriately
Prioritize and identify needs and solve problems independently as appropriate
Suggest procedural improvements to supervisor as appropriate
Skillfully handle difficult situations using good judgment
Interact with student and adults in a variety of situations
Keyboard at an acceptable rate of speed
EXPERIENCE AND EDUCATION REQUIREMENT
Experience:
One (1) year related experience general clerical work that includes record maintenance.
Education:
Equivalent to the completion of High School, including coursework in computer applications, office practices and record management
LICENSE AND/OR CERTIFICATE REQUIREMENT
Possess and maintain a valid First Aid Certificate
PHYSICAL DEMANDS
Persons performing service in this position classification will be expected to perform medium work, which involves lifting no more than 50 pounds at a time occasionally, and frequently lifting or carrying of objects weighing up to 25 pounds. The work may occasionally involve ascending stairs and ramps and involve sitting for extended periods of time. If someone can do medium work, it is deemed that he or she can also do sedentary and light work. (Per the Code of Federal Regulations Section 404.1567 Physical Exertion Requirements) Reasonable accommodation may be made to enable a person with a disability to perform the essential functions of the job.
APPLICATION AND SELECTION PROCESS :
- An employment application and job description can be obtained either ONLINE at www.wvusd.org or at the District Office. If you need assistance, please call Lorraine Venegas, Human Resources Specialist at ..., ext. 31377.
- Permanent employees, who work in this classification and are interested in one of the current openings, may submit a Request to Transfer Form with the Division of Human Resources. Human Resources must receive the transfer request prior to the application deadline.
- When completing the work experience information on the application, please refer to the job requirements and qualifications, listed on the job description (a complete job description can be found on the website: www.wvusd.org or at the District Office.). Describe in detail the job duties and responsibilities from ALL RELEVANT WORK EXPERIENCE which will QUALIFY you for this position.
- Qualified applicants, who meet the minimum qualifications, will participate in a written examination and technical oral interview, which will demonstrate the required knowledge and skill for this classification. The weight percentage of the examination and interview will be 50/50. Those applicants who receive a passing score on the written exam and oral interview will be placed on an Eligibility List. The top three ranks of candidates on the Eligibility List, who are ready, willing and able to accept the position, will be invited to the Final Selection Interview with the hiring authority.
- The eligibility list will be certified for a period of six months. It will be used to fill current substitute and future permanent openings.
REVIEW JOB DESCRIPTION : It is the responsibility of the applicant to review this classifications job description, which is available online at www.wvusd.org or at the District Office. The job description explains in detail the physical demands, skills, knowledge and abilities required to perform the essential job functions for this position.
BENEFITS : Permanent employees will receive paid holidays, sick leave, vacation and longevity benefits per contract or Commission Rules. The District offers a comprehensive package of insurance benefits. Employees working less than full-time, but a minimum of four hours will contribute an amount proportionate to the number of assigned work hours for major medical insurance benefits. The District does not offer a package of insurance benefits to employees working less than four hours per day. The District provides life insurance for employees who work a minimum of 3.5 hours. In addition, the District offers a retirement plan which uses joint employee and employer contributions.
ACCOMMODATIONS : Individuals with legally defined disabilities may request reasonable accommodation in the examination process. To make this request; please contact the Division of Human Resources at the time the application is submitted. Candidates may be required to provide documentation supporting the need for the accommodation.
VETERAN PREFERENCE (for entry-level positions only) : Veterans who have been honorably discharged after 30 days or more of service during time of war or national emergency will receive an additional 5 points which will be added to the passing score. Disabled veterans receive 10 points. A copy of a DD-214 must be presented no later than the first part of the examination process.
PRIOR TO EMPLOYMENT THE FOLLOWING MUST BE COMPLETED:
Per Board Policy 4112.4/4212.4/4312.4, the cost of pre-employment examinations shall be paid by the applicant.
Fingerprinting: Employees will be charged for processing their fingerprints at the time they are hired. The fingerprints are used to complete a confidential background investigation. All candidates with a record of convictions must indicate such on the confidential data form, which is attached to the job application. A record of conviction will not automatically disqualify an applicant from employment, but failure to list all convictions may result in disqualification or dismissal.
Physical Examination: Newly hired employees must pass a qualifying Medical examination given by a District-appointed physician, which includes testing for illegal controlled substances.
Tuberculosis Exam: Newly hired employees must submit a Mantoux Skin screening and certificate of completion within the past 60 days that indicates freedom from active tuberculosis.
Immigration Reform and Control Act Of 1986: An Eligibility Verification Form (I-9) will be required along with the supporting documents listed on the I-9 form.
We are an equal opportunity and non-discriminatory employer as mandated by Section 504 of the Office of Civil Rights.
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