Secretary for Attendance, Homebound and Health Services (8 hours220 days)

Position Title: Secretary

Department: Attendance/Homebound/Health Services

Reports To: Lead Attendance Supervisor/Homebound Coordinator/Health Services

Supervisor

FLSA Status: Non-Exempt

SUMMARY:

Provides secretarial services accurately files and record information and provides project assistance along with a variety of other tasks to enhance the smooth and efficient operation of the offices of Attendance Homebound and Health Services. Communicate information problem solve and provide necessary contributions to the efficiency of the office and provides necessary image of the office to internal and external visitors.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Maintains records and files for all departments served.
• Makes and receives telephone calls takes messages routes calls.
• Prepares mail for courier delivery and postal services.
• Receives opens and routes incoming mail.
• Greets visitors giving directions to meeting places and other information as necessary.
• Types prepares distributes and files records/reports correspondence mailings etc. related to departments served.
• Orders processes and maintains office materials and equipment.
• Operates standard office equipment and calls for service when necessary.
• Distributes correspondence flyers and written communication.
• Assumes responsibility of any special assignment deemed necessary by department leads.
• Composes letters memos presentations and spreadsheets as instructed by department leads.
• Copies school nurse manual when requested for new hires.
• Prepares requisitions and purchase orders for office supplies health services and disbursement encumbrances.
• Attends Bookkeeper meetings keeps up to date on procedures and guidelines and reconciles expenditures in budget and P-Card transactions.
• Maintains bookkeeping payroll accounts payable transactions mileage invoices and make account transfers
• Gathers information from files or other sources to assist in preparing reports and/or surveys as required.
• Prepares legal documents related to the filing of truancy Petitions Rules to Show Cause and TIP referrals.
• Maintains an updated truancy database and separate student files of all District Attendance Office referrals including each students court status and their assigned schools.
• Maintains Home School and Homebound (HB) applications/forms/reports communicates with HB coordinators in schools copy and send medical HB forms to schools daily enter into database organize and maintain files fax HB forms to physicians offices as needed frequently keep check of duplicate copies.
• Maintains a HB database
• Performs HB end of year procedures
• Schedules appointments and assists in maintaining supervisors calendars.
• Maintains records and coordinates for Front Desk Coverage when needed.
• Performs other duties as may be assigned.

JOB SPECIFICATIONS

EDUCATION and/or EXPERIENCE:

High school diploma or general education degree (GED) plus three years secretarial or office experience or training. Formal training in secretarial science is preferred.

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

CERTIFICATES LICENSES REGISTRATIONS:

Not applicable

SUPERVISORY RESPONSIBILITIES:

Not applicable

LANGUAGE SKILLS:

Ability to read and interpret documents such as safety rules operating and maintenance instructions and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers employees or organization.

MATHEMATICAL SKILLS:

Ability to add subtract multiply and divide in all units of measurement using whole numbers common fractions and decimals. Ability to compute rate ratio and percent and to draw and interpret graphs.

REASONING ABILITY:

Ability to interpret and apply common sense understanding in carrying out instructions furnished in written oral diagram or schedule form. Ability to analyze information and use logic to address work related issues and problems. Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to quickly assess customer employee departmental and administrative needs and provide timely feedback.

OTHER SKILLS and ABILITIES:

Ability to perform duties with awareness of all district requirements and Board of Education policies. Ability to operate a personal computer and related software. Proficient with Excel Word and Powerpoint. Ability to communicate clearly and concisely both orally and in writing using proficient grammar and spelling rules. Ability to maintain effective relationships with the public other staff members and school employees. Ability to organize and implement a flexible work schedule in order to meet reporting deadlines. Ability to self-monitor and manage multiple tasks while working individually and with members of a group. Ability to submit all requested reports and documentation in a timely manner and in accordance to scheduled deadlines. The position requires meeting deadlines and interacting with faculty staff and administrators. Some extended hours and multiple demands are required of the employee with prior notice and approval by the supervisor if hours extend beyond the work day.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The employee will occasionally lift and/or move up to 50 pounds such as boxes of materials. The employee will sometimes push/pull items such as furniture or boxes of materials.

While performing the duties of this job the employee is regularly required to sit stand walk talk listen and/or reach with hands and arms. Specific vision abilities required by this job include close vision depth perception and the ability to adjust focus. Some driving is required. Frequent writing and use of technology are required. Occasionally the employee will type for long periods of time.

WORK 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.

The noise level in the work environment is situational and ranges from quiet to loud. Frequent interruptions and immediate attention to unexpected situations are expected.

TERMS OF EMPLOYMENT:

8 Hours/220 days

Level 109 Pay Scale

The terms of employment detailed in this job description are based on full time employment during the school year. Conditions of employment adjusted for part time employees or individuals who are hired for less than an entire school year.

EVALUATION:

Performance of this job evaluated annually according to Board Policy.

DISCLAIMER STATEMENT:

The information contained in this job-description is for compliance with the American with Disabilities Act (A.D.A.) 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.

updated 2025