Attendance Secretary

Urbana School District #116

TITLE: Attendance Secretary - Middle Level

LOCATION: Urbana Sixth Grade Center

SUPERVISOR: This position reports directly to the Principal or designee.

JOB SUMMARY: The responsibility of the Attendance Secretary is to perform general secretarial and clerical duties to support the Principal or designee with all matters associated with student attendance.

ESSENTIAL FUNCTIONS: To perform this job successfully, an individual must be able to perform each essential function satisfactorily.

• Maintain records of calls from parents/guardians regarding student absences from school.
• Issue admit slips to students upon return to school from an absence.
• Record and edit information on daily student attendance reports.
• Type letters, correspondence, reports, and other documents for the administrative team.
• Perform general secretarial/clerical work for the Principal or designee, including preparing letters and correspondence, copying, answering telephone calls, coordinating scheduling and filing.
• Assist other staff with phone calls to parents/guardians regarding their child’s absence from school.
• Enter student demographic data into the computer system after student registration.
• Possess and maintain knowledge of the District’s policies and procedures pertaining to discipline.
• Possess and maintain knowledge of the contents of the Student/Parent Handbook.
• Make sure that referrals, detention slips, passes, and other discipline forms are stocked and ordered through the print shop at the Central Office.
• Assist with answering the phone in the main office.
• Do daily announcements when the Lead Secretary is absent.
• Issue building keys to teachers.
• Maintain a spreadsheet of all individuals and the keys they have been issued.
• Assist in completing staff check-out procedures at the end of the year regarding keys.
• Put together and maintain a subfolder for each teacher.
• Manage the building’s daily absences and substitutes using the Absence Management / Aesop system.
• Receive daily sub reports and print attendance for subs.
• Check out keys to the subs and ensure that they return them at the end of the day.
• Schedule subs as needed.
• Make sure that radios for administrative and support staff are maintained.
• Order radios, batteries, and miscellaneous parts upon administrative approval.
• Assist with duties assigned by the administrative team.
• Perform any and all additional duties as assigned by the Principal.

QUALIFICATIONS:

EDUCATION

• Minimum of a High School Diploma or Equivalent

EXPERIENCE

• A minimum of 3 years of secretarial/clerical experience is desired.
• Experience with typing, computers, word processing, spreadsheets, and working with office equipment such as copiers and fax machines.

OTHER SKILLS AND ABILITIES:

• Ability to communicate effectively and professionally with the public both orally and in writing.
• Ability to maintain strict confidentiality in regard to student records.
• Strong attention to detail and excellent organizational skills.
• Ability to work effectively and efficiently with various personnel in the District.
• Strong public relations skills and ability to interact with various people from diverse backgrounds.
• Bilingual English/Spanish or English/French desired, not required.

TERMS OF EMPLOYMENT:

• Benefit information can be found on the Human Resources webpage.
• This is not a position within the collective bargaining unit and is not an administrative position.
• This is not an exempt position.
• Student Contact Days and other days stipulated on the work calendar determined by the Board of Education.
• Level II Clerical Position.
• 10 month work calendar
• Pay range is $19.25- $19.65 per hour

EVALUATION: The performance of this job will be evaluated in accordance with the Board’s policy on evaluating support personnel.

START DATE: As soon as possible

AN EQUAL OPPORTUNITY EMPLOYER

REVISED: April 2025