Secretary II - Attendance Secretary @ Moses Lake High School

SECRETARY II
Moses Lake High School

8.00 hrs per day/190 workdays per year

Shift time is subject to building needs.

POSITION OVERVIEW

The Attendance Secretary plays a crucial role in ensuring the smooth operation of the school by managing the accurate tracking and reporting of student attendance, fostering communication between the school and families, and supporting the administrative team in various essential functions. By maintaining detailed attendance records and proactively identifying patterns of absenteeism, the Attendance Secretary helps to ensure compliance with district policies and legal requirements, ultimately contributing to a positive learning environment. This role also supports the overall organization of the school by assisting with office operations, event coordination, and budget management, all while maintaining confidentiality and attention to detail. Through effective communication with students, parents, and staff, the Attendance Secretary helps to build trust and maintain a welcoming, well-organized atmosphere that allows educators to focus on student success. The secretary's ability to work independently, problem-solve, and provide essential support across various departments makes them an indispensable part of the school's operations and a key player in maintaining a safe, efficient, and supportive school community.

QUALIFICATIONS

1. High school diploma or equivalent; additional relevant education preferred.
2. Successful experience with positive office communication required (A history of clear communication with district staff, students, parents and the general public using tact, courtesy and good judgment, even with constant interruptions).
3. Documented history of working with all staff members in a positive, cooperative and professional manner.
4. Demonstrated knowledge and skills of office practices, procedures and equipment.
5. Demonstrated knowledge and skills of general bookkeeping practices and procedures.
6. Demonstrated knowledge, skills and abilities to effectively use a variety of computer applications such as Google Suite, Word, Excel, Skyward, Citrix and others as specified.
7. Demonstrated knowledge and skills to develop and maintain office procedures and recordkeeping systems.
8. Demonstrated knowledge and skills to independently plan, organize and coordinate office activities, often in supervisor’s absence.
9. Demonstrated abilities to type or enter data quickly and accurately.
10. Demonstrated knowledge and ability to perform calculations quickly and accurately and record and balance financial data.
11. Ability to work independently with a high degree of accuracy and attention to detail in all areas.
12. Demonstrated ability to understand and execute verbal and written instructions, policies and procedures.
13. Ability to maintain the confidentiality of sensitive information.
14. Documented history of good attendance. Good attendance and punctuality required. 
15. School secretarial experience preferred.
16. Bilingual preferred.

ESSENTIAL JOB FUNCTIONS

1. Consistently deliver outstanding customer service to ensure a positive experience for all visitors, students, parents, and staff. Greet each individual with warmth and professionalism.
2. Lead daily student attendance entry, reporting, and parent communication; maintain detailed attendance records and ensure compliance with attendance policies. Run reports to identify students potentially requiring BECCA or court intervention, and notify school administration of chronic absenteeism.
3. Support administrative staff with filing and documentation processes.
4. Assist front office team with desk coverage and phone management as needed.
5. Organize and coordinate office operations, including tasks related to personnel, budgeting, and facilities, making decisions within scope of authority, often independently.
6. Assist in developing and implementing office procedures and recordkeeping systems.
7. Format, type, edit, and proofread confidential and general correspondence, memos, forms, reports, and meeting minutes from drafts or oral instructions, using a variety of computer applications.
8. Maintain and update databases and spreadsheets, verifying and inputting student information, grades, transcripts, schedules, attendance, discipline, and other records; generate reports, including current status and statistical summaries.
9. Support budget management by processing purchase orders, assigning budget codes, verifying funds, and obtaining necessary approvals.
10. Establish and maintain an organized filing system, including updating, transferring, and purging records as needed.
11. Occasionally work beyond regular hours due to emergency issues or projects.
12. Schedule appointments and maintain calendars for assigned staff.
13. Coordinate and prepare materials for major events, such as registration and open house.
14. Administer medication to students according to state law and district policy.
15. Provide training and guidance to other clerical staff and student aides as required.
16. Maintain inventories of supplies, books, furniture, and equipment, updating as necessary.
17. Perform receptionist duties by answering calls, assisting visitors, and providing information as needed.
18. Assist with new student registration and related activities, including issuing admittance slips, processing payments, and managing parking passes.
19. Collaborate with the principal and staff to maintain a safe, caring school environment.
20. Supervise students in a time-out setting when necessary.
21. Maintain reliable attendance and punctuality.
22. Provide interpretation services if multilingual.
23. Perform additional duties as assigned.

TESTING REQUIREMENTS

1. First aid card may be required for specific positions
2. Ability to successfully complete the typing assessment with a score in the upper Moderately Effective to Highly Effective range. Current in-district employees with five (5) or more years of experience in the Moses Lake School District may have the typing test waived at the discretion of the principal/director.
3. The hiring manager may choose to administer a position-specific assessment to help inform the selection process.

NOTICE OF NONDISCRIMINATION
The Moses Lake School District #161 does not discriminate in any programs or activities on the basis of sex, race, creed, religion, color, national origin, age, honorably discharged veteran or military status, sexual orientation, gender expression or identity, disability, or the use of a trained dog guide or service animal and provides equal access to the Boys Scouts and other designated youth groups. Inquiries regarding compliance and/or grievance procedures may be directed to the school district’s Title IX, Affirmative Action, and Equal Opportunity officer, Michelle Musso, 1620 S Pioneer Way, Moses Lake, WA 98837, (509) 766-2650, mmusso@mlsd161.org; OR Section 504/ADA Coordinator, Samantha Burgess, 1620 S Pioneer Way, Moses Lake, WA 98837, (509) 766- 2670, sburgess@mlsd161.org