Middle School Attendance Clerk

Position Overview

The Attendance Clerk/Secretary serves as the primary point of contact for students, parents, and staff regarding school attendance and daily office operations. This role requires a high-energy self-starter who can manage a fast-paced environment with unwavering attention to detail. The successful candidate will ensure that every student is accounted for accurately, supporting both the safety of the building and the financial integrity of the district.

Key Responsibilities

1. Attendance Accuracy & Documentation

• Data Integrity: Record and update daily attendance in Infinite Campus with 100% accuracy.
• State Reporting: Ensure all attendance data complies with Kentucky Department of Education (KDE) regulations for attendance accounting.
• Verification: Process and file physician notes, parent notes, and court excuses. Distinguish between excused and unexcused absences per board policy.
• Check-In/Check-Out: Manage the secure process of students arriving late or leaving early, ensuring proper identification and authorization of guardians.

2. Office Management & Dependability

• Time Management: Prioritize high-volume tasks during the morning "rush" and afternoon dismissal while maintaining steady progress on long-term filing and reports.
• Self-Direction: Identify office needs (e.g., low supplies, outdated forms, filing backlogs) and address them proactively without constant supervision.
• Punctuality: Maintain a highly dependable attendance record, as the school day cannot begin effectively without the presence of the attendance clerk.

3. Interpersonal & Communication Skills

• Customer Service: Act as a welcoming and professional first point of contact for families, visitors, and community members.
• Conflict Resolution: Exercise empathy and firmness when explaining attendance policies or state truancy laws to frustrated parents or students.
• Staff Liaison: Collaborate with teachers to reconcile classroom attendance discrepancies and assist the administration with truancy interventions.

4. Administrative Support

• Maintain organized, audit-ready physical and digital records.
• Assist with answering multi-line phones and directing inquiries to the appropriate departments.
• Manage confidential student information with the highest level of discretion and FERPA compliance.

Required Qualifications & Skills

• Experience: Previous experience in an office setting or school environment preferred.
• Technical Skills: Proficiency in Google or Microsoft Office Suite and a willingness to become an expert in the district’s student information system.
• Mindset: A "details-first" approach; someone who thrives on organization and finds satisfaction in "balancing the books" of daily attendance.
• Communication: Strong verbal and written communication skills; ability to remain calm under pressure.

Physical Demands

• Ability to sit or stand for extended periods at a front desk.
• Occasional lifting of office supply boxes (up to 20 lbs).

Core Value: In this role, accuracy is everything. A single error in documentation can impact a student's academic standing or the school’s state funding. We are looking for a professional who takes immense pride in the precision of their work.