Attendance Administrative Assistant/Receptionist Job Opening

Attendance Administrative Assistant/Receptionist

Bennington Public Schools

Bennington, Nebraska
$12.10 - $17.00 an hour

BENNINGTON PUBLIC SCHOOLS
JOB DESCRIPTION

Attendance Administrative Assistant/Receptionist

GOAL: The job of Attendance Administrative Assistant/Receptionist is responsible for collecting and maintaining student attendance information at the assigned site; meeting district, state and federal requirements relating to attendance processes including parent notification; preparing and distributing attendance reports and materials; providing clerical support at school site; and communicating various information regarding activities. He/She will assist the school nurse and students with health issues. He/She will assist with clerical tasks related to student counseling and work with confidential information. He/She will be located in the Middle School (MS) facility and will work directly with the MS Secretary.

QUALIFICATIONS:
High School Diploma. Previous secretarial experience beneficial.
Organizational skills, word processing skills, ability to operate office machines such as computer, fax and copy machine.
Knowledge of software applications, such as word processing, spreadsheets, and SIMS.
Professional, personable, and welcoming.
Ability to maintain confidentiality and professionalism in interacting with staff, public, parents and Board Members.

REPORTS TO: Principal and/or Assistant Principal

SUPERVISES: May occasionally supervise students.

TERMS OF EMPLOYMENT:
190-day position same schedule as students with some additional time for training.
Salary range is based on secretary scale with an average 40 hour week.
Benefits include single health and dental insurance, LTD and paid sick leave

EVALUATION: Performance of this job will be evaluated in accordance with provisions of the Board’s policy on Evaluation and Support Services Personnel.

PERFORMANCE RESPONSIBILITIES:
For Assistant Principal:
Handling of phone related issues such as answering calls, taking messages, forwarding of messages, and screening of calls.
Processing of Assistant Principal’s correspondence: to include sorting of mail, editing and/or composing general letter responses.
Maintain Records (Paper and Electronic).
Editing and processing of Assistant Principal’s computer output.
Maintenance of the Principal’s calendar.
Perform responsibilities assigned by Assistant Principal.
Pick-up and delivery of office mail.
Relay all happenings/concerns/needs to the Assistant Principal.

For Attendance:
Communicates with parents, students, staff, etc. in person, by telephone or letter for the purpose of providing information on a variety of attendance issues and meeting district and state absence notification requirements.
Ensures accuracy of attendance records, including verification of forgeries and truancies for the purpose of complying with State laws governing attendance accounting.
Maintains a variety of attendance records, schedules, and files (manual and computer) (e.g. contact and telephone logs, student attendance, school calendars, etc.) for the purpose of providing reliable information in compliance with district policies.
Prepares a variety of reports and written materials (e.g. passes, standardized and special attendance reports, letters to parents, etc.) for the purpose of conveying information regarding school and/or district activities and procedures.
Processes documents and materials (e.g. attendance records, student placement, disciplinary and/or suspension notices, etc.) for the purpose of disseminating information to appropriate parties.
Responds to inquiries from a variety of individuals (e.g. staff, parents, probation officers, other schools, and/or students, etc.) for the purpose of providing information and/or directions as may be required.
Interviews office visitors and telephone callers and either answers questions, resolves complaints, provides desired information as required or refers to appropriate person.
Receives students in office: prepares and issues admit slips to class, permits to leave school, hall passes, and tardy slips.
Enters student data into the district’s Student Information Management System (SIMS) in order to maintain student records, prepare a variety of reports, and other correspondence related to student attendance matters and reporting.

General Duties:
Manage day to day office activities by performing usual office routines and practices associated with a productive and efficient office.
Attends meetings, workshops and seminars for the purpose of recording the minutes; coordinating materials distribution and/or supporting the needs of other attendees.
Administers first aid and medication to students under the direction of health professional for the purpose of meeting immediate health care needs.
Coordinates a variety of activities for the Assistant Principal and Administrative Staff (e.g. meetings, receptions, luncheons, workshops, travel/accommodations, etc.) for the purpose of ensuring availability of facilities and/or equipment and delivering services in conformance to established guidelines.
Assists other personnel as may be required (e.g. School Secretary, Principal, teachers, etc.) for the purpose of supporting them in the completion of their work activities.
Evaluates potentially hostile situations (e.g. involving staff, students, the public, etc.) for the purpose of taking appropriate action and/or directing to appropriate personnel for resolution.
Maintain documents, office files and records for the purpose of providing up-to-date reference and audit trail for compliance with district, local, state and federal regulations.
Prepares written materials (e.g. reports, memos, letters, etc.) for the purpose of documenting activities, providing written reference and/or conveying information.
Responds to a wide variety of calls, concerns and/or complaints for the purpose of resolving problems, providing information and/or referring to appropriate personnel.
Revision, distribution, Staff notification, tracking and updating of District Policies and Regulations including application to Web Sites.
Have knowledge of district boundaries to verify and resolve residency issues.
Updating of job descriptions requiring Board approval.
Complete training in CPR, AED and First Aid.
Monitor front office and Sign In/Out logs for visitors.
Maintain confidentiality and loyalty to employer.
Promote a positive image of the District at all times.
Maintains regular attendance

Job Requirements: Minimum Qualifications

Skills, Knowledge and Abilities

SKILLS are required to perform multiple, non-technical tasks with a need to periodically upgrade skills in order to meet changing job conditions. Specific skills required to satisfactorily perform the functions of the job include: operating standard office equipment including pertinent software applications; planning and managing projects; preparing and maintaining accurate records.

KNOWLEDGE required to satisfactorily perform the functions of the job includes: school district operations and philosophy; concepts of grammar and punctuation.

ABILITY is required to schedule a significant number of activities, meetings, and/or events; routinely gather, collate, and/or classify data; and use basic, job-related equipment. Flexibility is required to independently work with others in a wide variety of circumstances; analyze data utilizing a variety of complex processes; and operate equipment using defined methods. Ability is also required to work with a significant diversity of individuals and/or groups; work with data of widely varied types and/or purposes; and utilize specific, job-related equipment. In working with others, problem solving is required to identify issues and create action plans. Problem solving with data requires analysis based on organizational objectives; and problem solving with equipment is limited. Specific abilities required to satisfactorily perform the functions of the job include: adapting to changing work priorities; communicating with diverse groups; maintaining confidentiality; meeting deadlines and schedules; setting priorities; working as part of a team; working with constant and sustained interruptions; working with detailed information/data.

Essential Functions

The essential functions of the position include: (1) regular, dependable attendance on the job; (2) the ability to perform the identified tasks and to possess and utilize the identified knowledge, skills and abilities to perform the identified work activities; and, (3) the ability to perform the identified physical requirements as outlined in working environment.

Working Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is required to lift and pull or push articles up to 50 pounds. He/she sits most of the time but must walk frequently and, at times, stand. The employee is required to reach with his/her hands and continuously to repeat the same hand, arm, or finger motion many times as in typing. Manual and finger dexterity are essential to the job. He/she is constantly working to meet deadlines with severe time restraints. He/she must see and read fine print such as typed or handwritten materials and have good depth perception (fine muscle control). The employee must, also, be able to hear conversation in a noisy environment and to communicate clearly and concisely through speech.
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The information contained in this job description is for compliance with the Americans with Disabilities Act (ADA) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

  • Limited travel may be a requirement to fulfill the requirements of this position. District required travel must be pre-approved by an immediate supervisor and will be reimbursed per district policy.
  • Employees are expected to perform all assigned duties and work all scheduled hours during each designated workday, unless the employee has received approved leave. Overtime may be required and must be approved by the direct supervisor.