Secretary - Attendance (Bilingual & Non-Bilingual) na Anaheim Union High School District, CA

About the Department

Health Benefits: 100% employer contribution towards employee and family premiums District: Award-winning schools Community: World-famous attractions NOTE: Bilingual Positions in this classification are required to speak, read and write in Spanish. BASIC FUNCTION Under general supervision, perform various moderately complex clerical support and record-keeping duties related to student Average Daily Attendance and other attendance records and reports in accordance with established policies and procedures; analyze and process a variety of attendance data; communicate with staff, students, parents and community concerning student attendance; provides oral and basic written translation and interpretation of materials from English to a designated second language; and performs other related work as required.

Position Duties

MINIMUM QUALIFICATIONS EDUCATION: Graduation from high school or equivalent. EXPERIENCE: Two years of increasingly responsible secretarial experience. Additional experience involving student, teenager and young adult contact, and school records management is desirable. KNOWLEDGE, SKILLS, AND ABILITIES KNOWLEDGE OF: Modern office procedures, practices and equipment; Average Daily Attendance accounting procedures; State and District laws, rules and regulations related to attendance accounting and record-keeping and confidentiality; Report preparation, and filing techniques; Telephone techniques and etiquette; Correct oral and written usage of English and a designated second language; Customer service techniques; Interpersonal skills using tact, patience and courtesy; Proficient computer skills in data entry and software; Intermediate math. ABILITY TO: Coordinate activities of the Attendance Office at an assigned school site. Perform and complete a wide variety of secretarial functions such as word processing, files, records and reports; Learn software applications; Evaluate, maintain and record student attendance data; Interpret, apply and explain provisions of federal, State and District regulations related to attendance records, and reporting activities; Establish and maintain student records and files; Post, maintain and review records accurately; Prepare general, statistical and special reports; Type and input data at a net corrected speed of 45 words per minute; Plan and organize work; Work independently with little direction; Meet schedules and time lines; Understand and follow oral and written instructions; Make arithmetic computations with speed and accuracy; Work confidentially with discretion; Complete work with many interruptions and in a timely manner; Prioritize work, performing several tasks at one time and meet critical deadlines; Communicate effectively both orally and in writing; Read, write, translate and interpret English and a designated second language; Provide customer service; Meet and greet the public tactfully and courteously; Establish and maintain cooperate and effective working relationships with others; Operate a variety of office equipment including a computer terminal; Answer telephones. COMPETENCIES: Dependable, Flexible, Use of technology, Communication, Listening, Teamwork, Planning, Organizing. PHYSICAL DEMANDS Employees in this classification, have direct contact with the public, students and District staff, stand, sit, walk, kneel, repeated bending, reach overhead and maintain balance; lift and carry 5 to 26 lbs; use fingers repetitively with repetitive twisting or pressure involving wrist or hands; use both hands simultaneously, speak clearly and hear normal voice conversation, see small details including depth and color; use a computer and a telephone. WORK ENVIRONMENT Employees in this classification, work inside, have direct contact with other District staff, students and administration, with exposure to minor contagious illnesses (colds, flu, etc) and severe contagious illnesses (tuberculosis, measles, mumps, chicken pox, hepatitis, etc); work independently with little supervision; in situations requiring a high degree of tact and diplomacy in possible negative situations (irate students or parents); with a high volume of work and stringent deadlines, with continuously changing priorities and interruptions.

Minimum Qualifications

Note: The statements herein are intended to describe the general nature and level of work being performed by employees in this classification, and are not to be interpreted as an exhaustive list of responsibilities and qualifications required of personnel so classified. Reasonable accommodations will be made so that qualified employees can perform the essential duties of the job. GENERAL ESSENTIAL DUTIES CLERICAL SUPPORT: Performs a variety of secretarial responsibilities to relieve the administrator of clerical detail; assures smooth operations of a school office; may coordinate appointments and daily schedules for administrator; screens and/or takes messages for incoming telephone calls and directs to specific administrator; greets students, parents, and visitors to school office; issues passes to students as they request appointments and as administrators schedule students; prepares documentation for the purpose of providing written support, developing recommendations and/or conveying information; performs record keeping, report generation and other clerical functions to support administrators and staff with assigned activities; monitors supplies and forms for the office, ordering when necessary. ATTENDANCE ACCOUNTING FUNCTION: Performs student attendance accounting and record-keeping activities within the automated student information system for the purpose of documenting and/or providing reliable student daily period-by-period attendance information; posts, enters, maintains, and updates student data and emergency cards into student information system (Zangle); reviews and verifies data from multiple sources to ensure accurate attendance accounting; provides period-by-period class rosters for substitutes and inputs student absences into Zangle; corrects discrepancies in data and resolves unexcused absences by contacting parents or guardians via telephone or written correspondence; issues re-admit slips and off campus passes; writes tardy slips; develops and revises attendance office forms; sets up automatic calling program to advise parents of student absences as assigned; notifies administrators when attendance issues arise; may write and issue disciplinary action forms to students for truancies, tardies, and other matters not acceptable within district rules; initiates student withdrawal process. RECORD KEEPING/REPORT PREPARATION: Creates and maintains individual student attendance files and reports related to assigned activities; organizes the storage of attendance files for all students for several years as well as the storage of reports and other documentation of records as needed; purges attendance records and reports as appropriate; uses both electronic and manual record keeping systems which allow for efficient collection, retention, and retrieval of information; prepares daily/weekly absence reports and the monthly attendance report; maintains records of students who enter and leave the school and reconciles data with attendance reports; creates query statements to print various reports. COMMUNICATION/TRANSLATION/CUSTOMER SERVICE: Communicates with students, parents and staff regarding attendance and related issues; assists students, staff, and visitors at the attendance counter; takes and relays messages to and from parents to students; provides information and explains District and State attendance laws, regulations and policies; provides copies of students attendance records as requested; provides oral and basic written translation and interpretation of materials from English to a designated second language; translate a variety of meetings and conferences as needed. MISCELLANEOUS: Trains and supervises student aides as assigned; keeps attendance records each period and provides input to school official/administrator regarding grades for each quarter for student aides according to attendance, attitude, and job performance; may assign and keep records of student lockers; operates a variety of office equipment including telephone, copier, fax, computer with assigned software and peripheral equipment; attends and participates in a variety of in-service trainings and meetings. OTHER RELATED DUTIES: May fill in for higher-level or lower-level personnel during short term absences; may assist injured or sick students and contact parents or emergency assistance when necessary; participates in other related school activities; and performs other related duties as required.

Other Qualifications

RECRUITMENT TYPE: OPEN Anyone can apply. RECRUITMENT TYPE: DUAL CERTIFICATION Qualified candidates, or Eligibles, who pass all testing stages will be placed onto one eligibility list. Current regular employees will receive additional preference points based on longevity before placement on the list. The top 3 ranks of Eligibles will be certified for a hiring interview. Qualified candidates, or Eligibles, who pass all testing stages will be placed on one eligibility list. The top 3 ranks of Eligibles will be certified for a hiring interview. APPLICATION PROCESS All applications must be submitted online. Applications and requests for testing will not be accepted after the recruitment closing date and time. Applicants may be rejected on the basis of an incomplete application or failure to meet minimum qualifications. The application is part of the selection process and is part of an overall assessment of acceptability for employment. All information provided is subject to independent verification of its accuracy. It is the responsibility of the applicant to provide correct contact information by which to be notified. Note: You will eventually be disqualified in the recruitment process if you fail to disclose relevant information regarding your conviction history. It is the disclosure of the conviction that is most important in many cases. SCREENING PROCESS The screening process for this position, which may be subject to modification, will include some form of a(n): application screening, initial qualifications screening, documentation/certification screening, and supplemental application screening. The stated qualifications for the position represent only the minimum requirements and do not guarantee qualification for examination or placement on an eligibility list. EXAMINATION PROCESS The examination may consist of any combination of a(n): training and experience (T&E) evaluation, written knowledge test, hands on/performance test, structured panel interview, situational judgement interview, or other type of exam of fitness for duty. All parts of the examination process are job related. A passing score must be attained on each portion of the exam to advance to the next stage and ultimate placement on an eligibility list. DISABILITY ACCOMMODATION Requests for reasonable accommodations for the testing process must be made no less than two (2) days prior to the examination. Requests must be signed by your medical doctor, school psychologist, or learning consultant as appropriate and must be on provider letterhead and contain an actual signature. EXAM PROTESTS Protest of any part of the exam process must be in writing and submitted to the Personnel Director no later than five (5) working days from the date you participated in the exam. Any protest must include rationale to support the protest and shall include supporting documentation or references. Protests must be based on illegal discrimination, abuse of discretion, or procedure/process error. Protests should NOT be based on receiving unexpected results. We cannot be responsible for lost mail, misdirected mail, or failure of mail to be delivered after it has been entrusted to the U.S. Postal Service. ESTABLISHMENT OF ELIGIBILITY Candidates who are successful in all screening and testing stages will be placed on an eligibility list. Typically, an eligibility list for a classification expires after six (6) months or one (1) year. Candidates on the expired eligibility list are no longer considered for positions within the class. Eligibility lists may be extended beyond one year or expire sooner than one year. Eligibility lists may be merged, in which case candidate ranks may change. SELECTION PROCESS Candidates on the eligibility list will be called in rank order to participate in final selection interviews with the hiring manager until three ranks of candidates have accepted the invitation to interview. Ranks may include ties so more than three candidates may be called to interview for one vacancy. Please note that candidates will be removed from the eligibility list for declining the invitation to interview more than three (3) times. OFFERS OF EMPLOYMENT Official offers of employment are ONLY made by the Anaheim Union High School District Human Resources, Classified Office. Offers are subject to satisfactory completion of ALL the pre-employment processing including: successful completion of a physical examination, tuberculosis examination, fingerprint clearance by the California Department of Justice, and proof of eligibility to work in the United States. ADVANCED STEP PLACEMENT All new regular classified employees shall be paid in accordance with the salary range established for the class to which assigned. Initial placement will normally be the first step of the salary range. However, a new employee may receive advanced step placement with an approval from Human Resources. Requests for advanced step must be submitted in writing to the Human Resources office before the employee's first day of work. Approval will be based on the following criteria: A) Additional qualifying experience beyond that required for entry into the class. B) Additional education at the college level when related to the position, beyond the established educational requirements for entry into the class. C) Evidence of currently receiving a salary greater than the first step of the salary for the classification. BENEFITS Benefits earned by all permanent classified employees: -Leaves: Sick leave, holidays, bereavement and emergency leaves. -Retirement: Classified employees are members of the Public Employees Retirement System (PERS). Employee contribution is 7% of gross earnings. Benefits earned by all permanent classified employees working 20 hours or more per week: -Insurance: The District provides medical, dental, vision care, behavioral health and life insurance for the employees and their dependents. EQUAL EMPLOYMENT OPPORTUNITY DISTRICT Anaheim Union High School District prohibits unlawful discrimination against, and/or harassment of, District employees and job applicants on the basis of actual or perceived race, color, national origin, ancestry, religion, age, marital status, pregnancy, physical or mental disability, medical condition, veteran status, gender, gender identity, sex, or sexual orientation at a District site or activity. The provisions of this bulletin do not constitute an expressed or implied contract. Any provisions of this bulletin may be modified or revoked, and the job description may be changed at any time without notice. FOR FURTHER JOB INFORMATION ABOUT THE ANAHEIM UNION HIGH SCHOOL DISTRICT, PLEASE GO ONLINE TO WWW.AUHSD.US