Attendance Administrative Assistant

About the Employer

Overview

Job Title: Attendance Clerk - Location: Grafton Public Schools - Reports To: Building Principal - Position Purpose: The Attendance Clerk plays a vital role in maintaining a safe, efficient, and welcoming school environment. Serving as a primary point of contact for families, visitors, and staff, this position is responsible for managing daily student attendance records, facilitating home-school communication, maintaining official student records, and providing administrative support to building leadership. - Job Responsibilities: - Additional Responsibilities: - Serve as a knowledgeable point of contact for parents/guardians regarding attendance policies, pick-up/drop-off protocols, legal/custody arrangements, and general school procedures. - Assist with communications and coordination during school emergencies or whenever immediate administrative support is needed in the building. - Minimum Qualifications: - Preferred Qualifications: - Position Type: FLSA Non-Exempt; this position is represented by the SEIU Local 888 (School Year Support Staff) Union. - Work Year: 181 days per year (180 student days plus the day before students return for the school year). There may be a need or opportunity to work up to 10 extra days in August and/or June to open and/or close the school year; any extra days will be pre-approved and scheduled by the Principal. - Work Day: 6.92 hours (School day bell schedule plus 15 minutes before and 15 minutes after) with a 30-minute unpaid lunch break - Salary/Pay Rate: The appropriate step on the established contractual salary scale, commensurate with relevant experience. - Evaluation Process: The Attendance Clerk will be evaluated based on the schedule and criteria established in the Bargaining Agreement.
• Maintain accurate, up-to-date daily attendance, tardy, and dismissal records in the Student Information System of Record in compliance with district and state standards.
• Reconcile daily attendance discrepancies by reviewing absence notes, emails, and phone logs; follow up promptly with parents/guardians regarding unexplained absences, and prepare routine/specialized truancy and attendance reports for administrators.
• Oversee school transportation and dismissal planning; liaise with the District Bus Company for annual route setups, continuously reconcile student bus assignments against parent requests and childcare schedules, and manage daily dismissal updates.
• Serve as the primary front desk contact, warmly greeting visitors, managing visitor protocols (check-ins/badges), and handling incoming calls and inquiries with professionalism and discretion.
• Draft, proofread, and distribute professional correspondence, bulletins, routine reports, and school notices; support building-wide communication, including preparing and delivering morning announcements.
• Maintain organized physical and digital files, support the Building Master Calendar, and serve as the building point of contact for office equipment (managing copier/printer supplies, troubleshooting daily technical issues, and scheduling external service repairs).
• Maintain strict confidentiality regarding sensitive student records, family information, and legal matters in adherence to FERPA guidelines.
• High School Diploma or Equivalent
• Proficiency with Google Workspace apps including: Gmail, Drive, Calendar, Docs, and Sheets
• Highly effective verbal and written communication skills
• Strong interpersonal skills with a patient, welcoming demeanor
• Two years of post-secondary education equivalent to at least 48 credit hours from an accredited higher education institution
• Experience working in a K-12 school setting
• Familiarity with the Powerschool Student Information System