Secretary - Attendance (Spanish Bilingual Required)

Definition

Under the general direction of the School Principal, or designated administrator, the Secretary-Attendance ensures accurate attendance accounting within the District; resolves attendance related issues; ensures compliance with state reporting and documenting requirements; conveys attendance related information to appropriate parties; and provides general clerical support, information and/or direction as may be assigned at assigned school site. The incumbents in this classification provide the school community with accurate attendance accounting, which directly supports student learning and achievement.

Examples of Duties/Essential Job Functions

The following alphabetical list of functions, duties and tasks is typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform other closely related or department-specific functions, duties and tasks from those set forth below to address business needs and changing business practices.

• Assist students and parents with the registration/enrollment process and basic Chromebook usage/ troubleshooting issues.
• Attends department and/or in-service meetings.
• Maintains a variety of manual and electronic documents, files, and records (e.g. student attendance, notification logs) to provide up-to-date information and/or historical reference.
• Maintains automated student attendance system to ensure accurate tracking and documentation of student attendance.
• Monitors students referred to the office for illness or disciplinary action to ensure student welfare and maintain a secure office environment.
• Notifies parents and/or guardians of student absences.
• Obtains attendance records for student entry and exit from campus during school hours (e.g. admission slips, late notices, class release forms) to ensure accurate reporting of excused absences and truancies.
• Oversees student workers to provide guidance and meet work requirements.
• Prepares attendance-related reports and written materials (e.g. standardized/special reports, letters to parents, passes for students, incoming calls on attendance slips, SARB referrals, etc.).
• Processes documents and materials (e.g. report discrepancies, status changes, absence verifications, student withdrawals) to disseminate information.
• Procures homework assignments from teachers as requested to disseminate information to absent students.
• Provides clerical support in the office (e.g., mail and staff supply order/student school supplies distribution), and teacher support with copies, etc.
• Provides support in the health office with sick or injured students.
• Provide oral interpretation and/or written translation with Spanish speaking parents as needed.
• Researches and resolves discrepancies of attendance information and/or documentation.
• Responds to questions from a variety of individuals (e.g., staff, parents, probation officers, other schools, Welfare Department, Housing Authority, CPS, and/or students) to provide required information and/or directions.
• Schedules meetings for Principal/Psychologist and other staff as requested (e.g., parent conferences, 504s, SSTs).
• Performs other related duties as assigned for ensuring the efficient and effective functioning of the work unit and the District, including various mandatory district trainings.

KNOWLEDGE, SKILLS AND ABILITIES

(At time of application)

Knowledge of:

• Basic math, including calculations using fractions, percen tage s, and/or ratios
• English usage, grammar, punctuation and spelling
• Codes, regulations and laws related to student attendance
• Current office equipment
• Business telephone etiquette
• Computer usage, including pertinent software applications
• Customer service principles and practices

Skills and Abilities to:

• Operate standard office equipment
• Prepare and maintain accurate records
• Train and supervise student workers
• Understand complex, multi-step written and oral instructions
• Schedule activities
• Gather and/or collate data
• Be flexible in working with a wide diversity of individuals in a wide variety of circumstances
• Work with a diversity of individuals and/or groups
• Problem solve by identifying issues and appropriate actions
• Establish and maintain effective working relationships
• Meet deadlines and schedules, including setting priorities
• Work with frequent interruptions
• Work under minimal supervision
• Maintain confidentiality
• Communicate clearly in both English and a second language (usually Spanish)
• Provide quality customer service

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

Employment Standards/Minimum Qualifications

( At time of application and in addition to the Knowledge, Skills and Abilities listed above .)

EDUCATION REQUIRED:

High School diploma or equivalent.

EXPERIENCE REQUIRED:

Two (2) years of clerical experience in an office environment.

LICENSE(S) REQUIRED:

• None required.

CERTIFICATIONS AND TESTING REQUIRED:

• Pass the District’s applicable proficiency exam for the job class with a satisfactory score
• After offer of employment, obtain:
  • Criminal Justice and FBI Fingerprint Clearance
  • Negative TB test result plus periodic post-employment retest as required (currently every four years)
  • Pre-employment physical exam A through District’s provider

SALARY SCHEDULE:
Classified Salary Range: 23
Work Calendar: 218 Days
Work Location: Lincoln Elementary School
Work Hours: 7:30 am - 4:30 pm (8 hours/day)

Examination Process

*Materials Required:*
1. Completed application
2. Proof of High School Diploma, Equivalency, or higher degree earned (copy of official transcript OR copy of diploma/degree is acceptable)

3. Resume

*PC RULES 5.2.1.2 -5.2.1.2 - In-house employees will have first consideration for the position. If sufficient candidates are not available to complete the three ranks, the Personnel Commission will move to include outside candidates.

The examination process will include screening to ensure applications are complete and meet all minimum qualifications. No additional information will be accepted from applicants once the application has been submitted. Only the most qualified applicants who pass the minimum qualifications review will be invited to the examination process.
The examination process will include a Spanish Bilingual Skills Test (Pass/Fail). Those achieving a passing score on the Spanish Bilingual Skills Test will be invited to the competency assessment (50% weight). Those achieving a passing score on the competency assessment will be invited to the qualification appraisal interview (50% weight) . Those candidates achieving a passing overall score of 70% out of 100% on both assessments will be placed on the Eligibility List. The Eligibility List is valid for one (1) year from the certified date. The top three (3) ranks will be forwarded to the Hiring Authority for final interview and selection.

INITIAL TESTING TENTATIVELY SCHEDULED AS FOLLOWS:

SPANISH BILINGUAL SKILLS TEST: NOVEMBER 7, 2024

COMPETENCY ASSESSMENT: NOVEMBER 14, 2024

QUALIFICATION APPRAISAL INTERVIEW: NOVEMBER 21, 2024

PASSING THE EXAMINATION AND BEING PLACED ON THE ELIGIBILITY LIST DOES NOT GUARANTEE AN OFFER OF EMPLOYMENT

To move forward in the selection process, you must complete an online application through this website. Resumes may be uploaded but cannot be used in place of a completed application.

SUBMISSION OF APPLICATION: ONCE YOU HAVE SUBMITTED YOUR APPLICATION YOU WILL NOT BE ABLE TO MAKE REVISIONS TO YOUR APPLICATION MATERIALS.

When completing the application, please make sure you include ALL current and previous employment in the Work Experience section of the application and complete ALL fields, including the name and contact information of your supervisors. The experience that is included in the resume but not in the Work Experience section of the application may not be considered for the purpose of determining whether you meet the minimum qualifications.

All required documents must be submitted by the applicant. Personnel Commission staff will not upload your documents for you. The examination process/examination date is subject to change as needs dictate. All communication regarding this process will be delivered via email to the email address listed on your application.

If you have any questions regarding the recruitment process, please contact Personnel Specialist Alejandra Venegas-Chaves at (559) 675-4500 Ext 294 or email alejandravenegaschav@maderausd.org .

ACCOMMODATIONS: Individuals with disabilities requiring reasonable accommodation in the selection process must inform the Madera Unified School District Personnel Commission Department in writing no later than the filing date stated on the announcement. Those applicants needing such accommodations should document this request including an explanation as to the type and extent of accommodation needed to participate in the selection process.

The Governing Board desires to provide a positive work environment where employees and job applicants are assured of equal access and opportunities and are free from harassment in accordance with the law. The Board prohibits district employees from discriminating against or harassing any other district employees and job applicant on the basis of the person's actual or perceived race, religious creed, color, national origin, ancestry, age, marital status, pregnancy, physical or mental disability, medical condition, genetic information, veteran status, gender, gender identity, gender expression, sex, or sexual orientation. The following person is designated as the Title IX Coordinator:

Prince Marshall
Executive Director of Student and Family Support Services
1820 Howard Road, Madera, CA 93637
559-416-5826

Full-time permanent positions (more than 4 hrs/per day) provide an attractive benefit package which includes health, dental and vision coverage for the employee and eligible dependents. For a detailed list of benefits, visit our website links below.

https://www.madera.k12.ca.us/Page/9901

Closing Date/Time: 11/4/2024 4:00 PM Pacific

• 

• Madera Unified School District - Personnel Commission

• (559) 675-4500 Ext. 295

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