Administrative Assistant-Attendance anticipated

Position Type:
Secretarial/Clerical/Secretary

Date Posted:
7/22/2026

Location:
Lincoln Elementary School District 156

Closing Date:
Attendance/Administrative Assistant

GENERAL RESPONSIBILITIES:
The position is responsible for providing secretarial and administrative support to the Administration; communicating information to students, parents, staff, and/or other districts; supporting the broad array of services provided to students, parents, instructional and support employees; and securing substitutes for teachers and managing the substitute list.

REPORTS TO: School Administrators

QUALIFICATIONS:

1. High school diploma; two years of college preferred
2. A minimum of two years of relevant secretarial experience, preferably in a school setting; Proficiency with PowerSchool preferred
3. Exhibits professionalism in dealing with various constituencies - employees, parents, students and others
4. Ability to communicate effectively, verbally and in writing, with students, parents, staff, and community members in a courteous and professional manner
5. Ability to work effectively under pressure and demonstrate problem-solving skills, while maintaining courtesy, professionalism, and a customer service attitude
6. Ability to work independently and efficiently with minimal oversight in a deadline-driven environment
7. Ability to maintain confidentiality
8. Strong computer skills
9. Bilingual (English/Spanish) a plus

RESPONSIBILITIES:

1. Routinely interacts with the public, staff, and students in situations which require professionalism, discretion and courtesy
2. Serves as substitute coordinator for the building contacting substitutes for all teachers and classified staff as required
3. Maintains a substitute database and file on available and approved substitute teachers
4. Provides orientation for substitute teachers about the School and classroom
5. Maintain records for each substitute that will include, at minimum, attendance logs and feedback regarding his/her work performance
6. Provides a daily report on teacher/paraprofessional absenteeism and substitutes to the Business Office at the end of each pay period
7. Checks and maintains daily attendance
8. Answers phones, takes messages, schedules appointments/meetings, makes room arrangements, etc.
9. Performs a wide variety of clerical duties, including but not limited to typing and preparing letters, reports, purchase orders, and other materials
10. Creates/maintains clear and accurate student records
11. Maintains proficiency in using PowerSchool software and building call-out system
12. Enters information in the building call-out system
13. Maintains documents, files and records
14. Assists with student registration duties
15. Attends and participates in assigned meetings and trainings; prepares minutes from notes as required
16. Maintains Substitute Folders, informing the Principal of teacher who have not submitted folders or whose folders are out of date
17. Assists in processing registration and bulk mailing
18. Performs cross-training on tasks as needed
19. Responds to inquiries from a variety of internal and external parties (e.g. staff, parents, students, public agencies, etc.) for the purpose of providing information and facilitating communication among parties
20. Supports assigned administrative personnel for the purpose of providing assistance with their administrative functions
21. Appropriately maintains and secures confidential records and inquiries
22. Facilitates purchase orders/payment requests as needed
23. Complies with applicable District, state, local and federal laws, rules and regulations
24. Attends work regularly
25. Assists other personnel as may be required for the purpose of ensuring an efficient and effective work environment in the building
26. Perform all other duties as assigned by supervisor

TERMS OF EMPLOYMENT:

• 220-day work year
• Salary range $20-23/hour depending on experience

EVALUATION:
Performance of this job will be evaluated in accordance with provisions of the Board's policy on evaluation of support staff.

Physical demands: While performing duties of job, employees are occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects; reach with hands and arms; talk and hear. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Work environment: The noise level in the work environment is usually minimal.

Salary : $20 - $23