Temporary Head ALE Secretary @ West Valley School District

Temporary for the 2025-2026 School Year Only

Housed at West Valley Innovation Center

Purpose Statement:
The job of West Valley Alternative Learning Environment (ALE) Head Secretary at the West Valley Innovation Center is done for the purpose/s of supporting West Valley’s Innovation Center, and ALE entities, students and director. The West Valley ALE Head Secretary provides secretarial support by; communicating information to students, parents, staff and/or other districts; documenting information on students’ class placement; and supporting activities related to the registration of students and maintenance of student records and files.

Essential Functions

• Communicates with students, teachers, parents, district employees, etc. (e.g. students in/out school, checks notes, excuses, health emergency, etc.) for the purpose of resolving problems and coordinating activities and processes related to attendance reporting.
• Maintains documents, discipline forms, files and records (e.g. student attendance records, attendance waivers, emergency notification information, etc.) for the purpose of providing up-to-date reference and audit trail.
• Notifies parents and/or guardians of student absences for the purpose of meeting district, state and federal requirements.
• Obtains attendance records from student entry and exit from campus during school hours (e.g. admission slips, late notices, class release forms, etc.) for the purpose of ensuing accurate reporting of excused absences and truancies.
• Prepares a variety of written documentation and materials (e.g. grades, transcripts, entry/withdrawal, attendance reports, waivers, bulletins, newsletters, parent notification letters, daily/monthly/yearly reports, attendance profiles, etc.) for the purpose of ensuring compliance with district, state and federal requirements.
• Researches discrepancies in attendance information and/or documentation for the purpose of ensuing accuracy of attendance data before processing.
• Responds to inquires of staff, the public, parents and/or students for the purpose of providing information and/or direction.
• Provide technology support for online students, enrolled in West Valley Virtual Academy, and ALE entities.
• Compiles data from a variety of sources (e.g. middle/high school enrollment figures, transfer records for students, student grades, etc.) for the purpose of complying with legal and/or administrative requirements.
• Maintains and variety of files, documents and student records (e.g. academic history files, new student enrollment form, immunizations, discipline/attendance form, cumulative files, transcript modification form, student records, transcripts, etc.) for the purpose of documenting events, providing reliable student information and purging as required by district policy and legislative mandate.
• Performs enrollment and withdraw activities (e.g. student information, cumulative folder, monthly enrollment counts, withdraw student, etc.) for the purpose of ensuring compliance with financial, legal, state or federal requirements.
• Performs record keeping and clerical functions, (e.g. copying, faxing, scheduling, correspondence, permission forms, etc.) for the purpose of supporting assigned administrator and/or site personnel.
• Processes a variety of forms and materials (e.g. secondary school reports, grades, mail, transcripts, orientation information, graduation/award information, enrollment/withdraw, schedules, etc.) for the purpose of documenting and disseminating information to appropriate parties.
• Responds to inquiries from a variety of internal and external parties (e.g. staff, parents, students, public agencies, other school district, ESD’s etc.) for the purpose of providing information, facilitating communication and/or providing direction.
• Supports assigned site personnel (e.g. answer phones, oversee students in office, etc.) for the purpose of ensuring the efficient operation of the building.

Other Functions

• Assists other personnel as may be required for the purpose of supporting them in the completion of their work activities.
• Bilingual Preferred

Job Requirements: Minimum Qualifications
Skills, Knowledge and Abilities
SKILLS are required to perform multiple, non-technical tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skills required to satisfactorily perform the functions of the job include: operating standard office equipment including utilizing pertinent software applications; administering first aid; and preparing and maintaining accurate records.

KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and solve practical problems. Specific knowledge required to satisfactorily perform the functions of the job includes: business telephone etiquette; pertinent Software applications; common office machines; office methods and practices; pertinent laws and policies related to attendance issues; district and community activities and culture.

ABILITY is required to schedule activities and/or meetings; often gather, collate, and/or classify data; and use basic, job-related equipment. Flexibility is required to work with others in a wide variety of circumstances; work with data utilizing defined but different processes; and operate equipment using standardized methods. Ability is also required to work with a wide diversity of individuals; work with a variety of data; and utilize job-related equipment. In working with others, problem solving is required to identify issues and create action plans. Problem solving with data may require independent interpretation; and problem solving with equipment is limited. Specific abilities required to satisfactorily perform the functions of the job include; working with frequent interruptions; adapting to changing work priorities; communicating with diverse groups; maintaining confidentiality; and working with detailed information/data.

Responsibility
Responsibilities include: working under direct supervision using standardized routines; leading, guiding, and/or coordinating others; and operating within a defined budget. Utilization of some resources from other work units is often required to perform the job’s functions. There is a continual opportunity to have some impact on the Organization’s services.

Working Environment
The usual and customary methods of performing the job’s functions require the follow physical demands: some lifting, carrying, pushing, and/or pulling; some stooping, kneeling, crouching, and/or crawling; and significant fine finger dexterity. Generally, the job requires 50% sitting, 20% walking, and 30% standing. The job is performed under some hazardous conditions.

Experience Job related experience is required.

Education High School diploma or equivalent.

Required Testing Basic Skills Test

Certificates & Licenses
CPR/First Aid Certificate
Valid Driver’s License

Continuing Education/Training None Specified

Clearances
Criminal Justice Fingerprint/Background Clearance
Drug Screening