Job Title:                                  Clerk II – Attendance Clerk

Reports to:                               Principal

Dept./School:                           Varies

Wage/Hour Status:                   Nonexempt

Pay Grade:                               Clerical 3/183 Days

Date Revised:                           11/12/18

Primary Purpose:

The attendance clerk is responsible for improving and maintaining student attendance in order to contribute to each student’s educational progress and the efficient operation of the school.

Qualifications

Education/Certification:

Equivalent to graduation from high school.

Special Knowledge/Skills:

Standard office methods, practices, procedures and equipment.

Computer applications related to the work, including word processing and spreadsheet applications.

Standard English usage, spelling, grammar and punctuation.

Record keeping and report preparation methods.

Interpersonal skills including tact, courtesy, confidentiality, and patience.

Learning, interpreting, applying and explaining applicable rules, policies and procedures related to the work.

Performing a variety of responsible and office administrative support work with a minimum of supervision.

Compiling and maintaining accurate and complete records, files and reports.

Using sound independent judgment within general policy and procedural guidelines.

Entering, retrieving and modifying data with a computer with sufficient speed and accuracy to perform the work.

Prioritizing own work, performing several tasks at one time, and meeting critical deadlines.

Establishing and maintaining cooperative relationships with those contacted in the course of work.

Minimum Experience:

One year of clerical experience, preferably in public education environment

Major Responsibilities and Duties:

1. Maintain accurate attendance records for the campus.
2. Perform data entry including attendance, parent notes, court information, student data.
3. Answer phone and document parent calls as they occur in regards to absences/tardies.
4. Make parent calls when a student is absent.
5. Communicating with parents, students, and staff in person, by telephone, or by letter for the purpose of providing information on any attendance issues and meeting district and state absence notification requirements.
6. Ensure accuracy of attendance records, including verification of absences, verification of chronic illness letters, documentation from doctors or medical facilities, or parent notes that impact truancy and compliance with State laws governing attendance accounting.
7. Maintains a variety of attendance records, databases, contact logs (both parent and student) for the purpose of conveying information regarding school and/or district attendance rules and procedures.
8. Ensures proper coding of absences whether excused or unexcused to ensure compliance with State Attendance Laws. This includes changing the Parent Contact Code used when a parent contacts the campus to an unexcused code when a note is not turned in within 72 hours.
9. Maintain contact with District Truancy Case Workers assigned to your campus.
10. Preparing SARTs and referrals when absences become an issue and ensuring that parent contact is made in regards to these absences. You will maintain a database of this information and send this database to the Truancy Case Worker assigned to your campus at the end of every six weeks. You will submit the SARTs and referrals in a timely fashion to the Truancy Case Worker assigned to your campus.
11. When attending court supplying current and correct information to the Truancy Case Worker as needed.

Day to Day Procedures:

You will likely begin your day taking phone calls from parents regarding attendance issues such as illness or late arrivals. You will enter absences and late arrivals in the computer program for students whose parents made contact with the school. During the parent phone call remind the parent that a parent or doctor note will need to be turned in within three days of the absence or it will be unexcused.  If the note is not turned in within 72 hours you must go back into the system and change the PC code to an unexcused absence. You will receive a weekly edit report from the Truancy Office and must go through this report to ensure its accuracy. At this point you will follow up on skipped classes, unexplained absences, or issues that have occurred causing a student to be counted absent. You will also run and process an absence occurrence report at least once a week to keep track of absences and the steps you have taken to correct the issue.         

Supervisory Responsibilities:

None.

Equipment Used:

Personal computer, typewriter, printer, copier, fax machine and calculator.

Working Conditions:

Mental Demands/Physical Demands/Environmental Factors:

Maintain emotional control under stress; work with frequent interruptions.  Repetitive hand motions; prolonged use of computer.

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The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.

Equal Opportunity Employer: Applicants for all positions are considered without regard to race, color, sex, (including pregnancy), national origin, religion, age, disability, genetic information, veteran or military status, or any other legally protected status.  Additionally, the district does not discriminate against an applicant who acts to oppose such discrimination or participates in the investigation of a complaint related to a discriminating employment practice.

The district Title IX Coordinator is Dayna Hardaway, Director of Human Resources, 1104 Broad St., Wichita Falls, TX 76301 940-235-1012

Questions regarding posted positions should be addressed to human resources 940-235-1012.