2023-24 Records Secretary - Hidden Hills ES

Records Secretary

Location:  Hidden Hills Elementary School

10 months, 8 hrs/day

Grade 14, $15.63/hr

Non-Interim Position

Start Date:  2/12/2024

Purpose Statement

The job of Records Secretary - Elementary is done for the purpose/s of providing support to the educational process with specific responsibilities for registering students; ensuring accurate attendance accounting within the district; resolving attendance related issues; ensuring compliance with state reporting and documenting requirements; conveying attendance related information to appropriate parties; and providing general clerical support, information and/or direction as may be assigned at assigned school site.

This job reports to Principal

Essential Functions

Administers first aid and prescription medications to students (under the direction of a health care professional) for the purpose of providing emergency and necessary care in compliance with established guidelines.

Answers and initiates telephone calls for the purpose of responding to inquiries, transferring calls, taking messages, requesting information and/or conveying information.

Attends department and/or in-service meetings for the purpose of conveying and/or gathering information required to perform functions.

Greets parents and students for the purpose of responding to inquirers and/or directing individuals to appropriate location in accordance with established building security procedures.

Maintains a variety of manual and electronic documents, files, and records (e.g. student attendance, notification logs, student records, classified time sheets, etc.) for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements.

Maintains automated student attendance system for the purpose of ensuring accurate tracking and documentation of student attendance.

Monitors students (e.g. bus duty, yard duty, students referred to the office, etc.) for the purpose of ensuring student welfare and maintaining a secure office environment.

Notifies parents and/or guardians of student absences for the purpose of meeting district administrative requirements and mandated guidelines.

Obtains attendance records for student entry and exit from campus during school hours (e.g. admission slips, late notices, class release forms, etc.) for the purpose of ensuring accurate reporting of excused absences and truancies.

Performs student enrollment and withdrawal activities (e.g. preparing registration packets, ensuring all forms are accurate and complete, scheduling new students, etc.) for the purpose of complying with established guidelines.

Performs general office duties (e.g. copying, faxing, data entry, filing, etc.) for the purpose of supporting office functions.

Prepares attendance-related reports and written materials (e.g. standardized/special reports, letters to parents, passes for students, incoming calls on attendance slips, etc.) for the purpose of conveying information regarding school and/or district activities and procedures.

Processes documents and materials (e.g. report discrepancies, status changes, absence verifications, student records, etc.) for the purpose of disseminating information in compliance with established administrative guidelines.

Researches discrepancies of attendance information and/or documentation for the purpose of ensuring accuracy of attendance data.

Responds questions from a variety of individuals (e.g. staff, parents, other schools,students, etc.) for the purpose of providing information and/or directions as may be required.

Other Functions

Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.

Job Requirements: Minimum Qualifications

Skills, Knowledge and Abilities

SKILLS are required to perform multiple tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skill based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment including pertinent software applications; preparing and maintaining accurate records.

KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and understand complex, multi-step written and oral instructions. Specific knowledge based competencies required to satisfactorily perform the functions of the job include: codes, regulations & laws related to student attendance and registration; business telephone etiquette.

ABILITY is required to schedule activities; gather and/or collate data; and use basic, job-related equipment. Flexibility is required to work with others in a variety of circumstances; work with data utilizing defined and similar processes; and operate equipment using defined methods. Ability is also required to work with a diversity of individuals and/or groups; work with a variety of data; and utilize job-related equipment. Problem solving is required to identify issues and create action plans. Problem solving with data may require independent interpretation; and problem solving with equipment is limited. Specific ability based competencies required to satisfactorily perform the functions of the job include: establishing and maintaining effective working relationships with students, parents, employees and community; working with detailed information/data and meeting deadlines and schedules; communicating with

diverse groups of individuals; working with frequent interruptions; setting priorities and working under minimal supervision; maintaining confidentiality; ability to read, write and communicate clearly in English.

Responsibility

Responsibilities include: working under direct supervision using standardized routines; providing information and/or advising others; utilization of some resources from other work units is often required to perform the job's functions. There is some opportunity to significantly impact the organization’s services.

Work Environment

The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling,  and significant fine finger dexterity. Generally the job requires 50% sitting, 25% walking, and 25% standing. The job is performed in a generally hazard free environment.

Required Testing                           Certificates and Licenses                  

Pre-Employment Proficiency Test             CPR Certificate                                                                                                             First Aid Certificate

Continuing Educ./Training               

Clearances

Criminal Background Clearance