Primary Purpose:
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Attend to reception and secure entry duties. Maintain accurate attendance records for the campus. Process student enrollment, transfers, and withdrawals for the campus. Perform data entry including attendance, PEIMS data, and grades/report cards. Work under minimum supervision to ensure the efficient operation of the school office and provide clerical services to the administration. Handle confidential information and engage in frequent, cordial, and professional contact with all levels of district employees, outside agencies, and the general public.
Qualifications:
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Education/Certification:
High school diploma or GED
Special Knowledge/Skills:
Ability to maintain accurate and auditable records.
Ability to use personal computer and software to develop spreadsheets, perform data analysis, do word processing, create labels, send/receive emails, create calendar invitations.
Proficient in keyboarding, 10\-key numerical data entry, and file maintenance skills.
Ability to perform basic math
Ability to meet established deadlines.
Excellent public relations, organization, communication, and interpersonal skills
Ability to understand detailed written or oral instructions.
Knowledge of school district organization, operations, and administrative policies
Ability to read and comprehend instructions, correspondence, and memos
Ability to make independent decisions regarding planning, organizing, and scheduling
Ability to multi\-task numerous complex administrative activities
Effective organization, communication, and interpersonal skills
Ability to operate multi\-line phone system
Ability to operate and monitor camera/surveillance system
Experience:
Preferred but not required: Experience in school district administrative support position requiring collecting and entering data and experience using coding systems; receptionist/secretarial experience with extensive contact with people; Clerical experience
Major Responsibilities and Duties:
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Reception and Phones
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- Receive \& direct incoming calls, take accurate messages, and greet visitors with a friendly/welcoming demeanor. Respond to routine inquiries from the public, board members, and staff and refer appropriate inquiries or problems to administrators.
- Greet with a friendly and welcoming demeanor and direct campus visitors. Maintain visitor log and issue visitor passes.
- Assist parents in checking students in and out of school.
- Assist with the receipt and distribution of student materials, including school work, lunches, library books, etc.
- Receive, sort, and distribute mail, messages, documents, and other deliveries.
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- Work cooperatively with campus, business office, and personnel office staff to collect, organize, and format data required to submit district PEIMS data according to prescribed state deadlines.
- Run edits, reports, and verification checks on data to ensure accuracy of information. Distribute edits and reports to appropriate staff for analysis, verification, and correction.
- Submit complete and accurate PEIMS data in Texas Education Agency (TEA)\-prescribed format to education service center (ESC) for processing using computer terminal or personal computer.
- Verify data submitted to TEA and submit corrections in a timely manner.
- Manage the enrollment, withdrawals, and transfer of students.
- Maintain student records and process requests for student information and transcripts. Process new student records, including requesting transcripts and records from other schools.
- Coordinate grade reporting process, including verification and correction of grades and preparation and distribution of report cards.
- Prepare honor rolls.
- Assist parents, students, and faculty with questions regarding student attendance.
- Contact parents/guardians to verify student absences as needed and report attendance problems to designated administrator.
- Comply with policies established by federal and state laws and regulations, and local board policy.
- Provide clerical assistance including assisting with the scheduling of appointments.
- Comply with policies established by federal and state law, State Board of Education rule, and local board policy.
- Compile, maintain, and file all reports, records, and other documents as required.
- Respond caringly for the needs of students who need support or enter the office, including students needing medical attention.
- Maintain confidentiality and ensure ethical behavior as defined in the Code of Ethics..
- Maintain a positive, customer service oriented, friendly demeanor/attitude.
- Assistant the campus principal is documenting attendance, absences, tardies, and compliance with attendance/truancy laws.
- Follow district safety protocols and emergency procedures.
- Manage, Use, and Operative camera/surveillance system.
Records, Reports, Office Management, Reception
Coordinate the collection, integration, and formatting of all data required for PEIMS submission according to Texas Education Agency PEIMS Data Standards*.
Other
Supervisory Responsibilities:
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None
Mental Demands/Physical Demands/Environmental Factors:
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Tools/Equipment Used: Multi\-line phone system; standard office equipment including personal computer, peripherals, cameras, and software/programs
Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting
Motion: Repetitive hand motions; frequent keyboarding and use of mouse; occasional reaching
Lifting: Occasional light lifting and carrying (less than 25 pounds)
Environment: May work prolonged or irregular hours
Mental Demands: Work with frequent interruptions; maintain emotional control under stress
This document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.