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ADMINISTRATIVE ASSISTANT - High School Attendance Administrative Assistant - Anticipated Vacancy
TITLE: HS Attendance Administrative Assistant
Non-Exempt Hourly Position
DEPARTMENT: GS High School Attendance
10-month Position - 203 days
LOCATION: Garden Spot High School
REPORTS TO: Campus Primary Principal and Assistant HS Principals
Job Summary:
The High School Attendance Administrative Assistant supports school operations by overseeing student attendance records, maintaining accurate documentation, and communicating with families and staff as needed. The role assists with reporting, data entry, and compliance with applicable policies and procedures while ensuring information is current and accessible. As a member of the front office team, the position provides general administrative support, assists students, and parents, and helps respond to day-to-day needs or urgent situations. The role requires professionalism, discretion, independent work, and effective collaboration to support a positive school environment.
Primary Duties and Responsibilities:
- Communicates with parents regarding the validity of excuses on file or the absence of required documentation, and is responsible for preparing and mailing illegal absence warning letters, doctor-excuse-only letters, 10-day letters, and citations.
- Determines when a student should be placed on doctor-excuse-only status, prepares the notification letter to parents, and shares the decision and supporting justification with the supervisor prior to distribution.
- Prepares and submits citations to the District Justice for prosecution related to possession of cigarettes or paraphernalia on campus, as well as illegal absences for students under 17 years of age.
- Refiles citations in a student’s name when parents are found innocent and resubmits documentation for prosecution.
- Maintains daily records of parent-reported student illnesses to ensure families do not receive automated evening attendance calls.
- Attend court sessions as the prosecuting representative when the Home and School Social Worker is unavailable.
- Updates the student information system daily to reflect illegal absences so teachers can access accurate attendance data online.
- Generates detailed absence reports for Assistant Principals identifying students with three (3) or more illegal absences, updates these reports weekly, and shares them regularly for attendance monitoring.
- Collects and verifies travel forms to determine eligibility for approval.
- Compiles attendance data and enters all required information to produce the Daily Master Sheet.
- Provides front office support, including:
- Answering incoming phone calls
- Assisting parents and students as needed
- Providing support during student crises
- Tracks students placed on doctor-excuse-only status to ensure illegal absences are recorded accurately.
- Signs students in when arriving late and signs students out for approved appointments.
- Maintains electronic records of all attendance-related correspondence issued to students throughout the school year and prepares an end-of-year Attendance Summary Report.
- Remains current with updates, provisions, and interpretations of attendance laws and regulations.
- Enters discipline information into the Student Information System (e.g., PowerSchool) and prepares discipline-related correspondence affecting attendance, including In-School Suspension (ISS) and Out-of-School Suspension (OSS) letters.
- Confirms student attendance with the ISS monitor prior to finalizing the Daily Master Sheet.
- Assists with administrative projects assigned to support staff and students, as directed by building administration.
- Maintains knowledge of office and guidance operations, technology systems, and departmental developments.
- Makes decisions aligned with the ELANCO mission and core values, fostering effective communication and positive relationships throughout the district.
- Contributes to effective team management in addressing departmental needs, challenges, and opportunities.
- Maintains positive, professional relationships with staff while upholding strict standards of confidentiality.
- Demonstrates the ability to work independently while performing essential job functions and interacting with students, teachers, social workers, administrators, parents, district personnel, community members, vendors, and state and local agencies.
- All other duties as assigned by supervisor
Qualifications:
- High school degree, an associate degree (A.A.) or equivalent from a two-year college or technical school required
- Three to five years of related experience and/or training; or equivalent combination of education and experience required
- Submission of pre-employment medical examination (Section 148 of the PA School Code)
- Submission of the following clearances:
- PA State Criminal History Record (Act 34)
- PA Dept. of Public Welfare Child Abuse History Clearance (Act 151)
- Federal (FBI) Background Check (Act 114)
- Such alternatives to the above qualifications as the Board may find appropriate and acceptable
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