Attendance Specialist (0.4FTE) - Early Childhood Education Department (2024-25)

DUTIES : (Incumbents may perform any combination of the essential functions shown below. This position description is not intended to be an exhaustive list of all duties, knowledge, or abilities associated with this classification, but is intended to reflect the principal job elements accurately.)

ESSENTIAL FUNCTIONS :

Perform a variety of duties related to attendance accounting and record-keeping at an assigned school-site; provide for accurate reporting for daily attendance of students;

monitor the submission of student attendance electronically by teachers; process and verify student absence information from parents and / or guardians.

• Accurately input attendance data in the assigned student information system; generate and interpret daily and weekly attendance reports including mandated monthly Average Daily Attendance (ADA) reports.
• Verify unverified absences; input valid student absence information from parents and / or guardians; issue admittance forms to students who are late or are returning after an absence;

input reason for absence or late arrival into computerized system as well as maintaining paper documentation.

Communicate with students and parents regarding attendance and related issues; place and receive phone calls, and receive notes regarding student absences;

record receipt of notes and incoming telephone calls.

• Assure students, parents, and / or guardians deliver absence verification notes to attendance offices; contact parents or guardians if unverified absences have not been cleared.
• Assist administrators in identifying students with frequent absenteeism; generate reports to determine student attendance trends that need to be addressed and report to your Attendance Team and / or administrator.

Refer students to the School Attendance Review Team (SART) according to established procedures; schedule conferences with parents, student, teachers, administrators and counselors as necessary.

• Issue off-ground passes and admittance slips to students with a valid note from parents or guardians.
• Answer telephones and greet visitors; direct inquires and visitors to the proper person or office; provide student attendance information to staff, parents and outside agencies when approved;
• respond to complex and difficult questions; deliver messages from parents to students as necessary; make phone calls to request or provide information as directed;

provide information concerning policies and procedures.

• Operate standard office equipment such as copiers, computers (Windows and / or Apple operating systems), and various telephone systems.
• Support the front office when necessary including counter help, typing, filing, scheduling appointments, duplicating and maintaining school records;
• prepare and type letters, forms, records, reports, bulletins, handbooks, and other documents; duplicate a variety of materials;

may receive, open and distribute mail.

Collaborate in coordinating office activities to reduce administrative detail for assigned supervisor and other certificated and classified staff;

prepare and maintain files and logs.

• Maintain confidentiality of sensitive and privileged information.
• Attend a variety of meetings, trainings and conferences related to assigned duties.
• Perform related duties as assigned.

MINIMUM QUALIFICATIONS

Training, Education And Experience :

• Graduation from high school and one year of general clerical experience involving public contact or any combination of education, training and / or experience equaling one year.
• Experience with computers and other office equipment required
• Data entry skills required

LICENSES AND OTHER REQUIREMENTS :

• Valid California Driver’s License
• Employment eligibility will include fingerprints, tuberculosis and / or other employment clearance

KNOWLEDGE AND ABILITIES

Knowledge Of :

• District attendance accounting policies and procedures
• District policies, applicable sections of the State Education Codes and other laws and regulations related to attendance and ADA
• Basic office procedures record-keeping and filing techniques
• Computers and other office equipment
• Telephone techniques, systems and etiquette
• Interpersonal skills using tact, patience, and courtesy
• Correct English usage, grammar, spelling, vocabulary and punctuation
• Excellent English oral and written communication skills and techniques
• Planning, organization, time management, and coordination needed for assigned program
• Diverse academic, socio-economic, cultural, ethnic, and disability backgrounds of District students

Ability To :

• Learn methods, procedures, policies and terminology used in accounting for student attendance enrollment
• Prepare and maintain accurate daily school attendance records
• Learn District organization, operations, policies and objectives
• Learn applicable laws, codes, rules and regulations related to assigned activities
• Maintain confidentiality at all times
• Perform a variety of proficient, basic, clerical duties in an assigned school involving specialized knowledge and independent judgment
• Be flexible to perform work within changing priorities
• Verify accuracy and completeness of documents and process data
• Work harmoniously with staff, students, administrators, parents and others
• Communicate clearly in English
• Understand and interpret District policies and procedures
• Understand and follow oral and written directions
• Work independently as required
• Meet schedules and timelines
• Maintain a variety of records and files
• Analyze situations accurately and take appropriate action
• Work cooperatively with others
• Complete work accurately and as directed with many interruptions
• Answer phones and greet visitors
• Operate personal computer, related software, and other office equipment

WORKING CONDITIONS

Environment : Office and diverse school site environments; driving a vehicle to conduct work; fast-paced work; constant interruptions;

potential contact with blood and other body fluids and communicable diseases

• Physical Requirements : Consistent mental alertness; sitting or standing for extended periods of time; lifting, carrying, pushing, and pulling objects up to 30 pounds, occasionally 30+ pounds;
• bending and twisting at the waist, reaching overhead, above the shoulders and horizontally; dexterity of both hands and fingers while performing duties;

seeing to read, write and use the computer; hearing and speaking to exchange information, in person or on the telephone.

NON-DISCRIMINATION POLICY :

The Oakland Unified School District does not discriminate in any program, activity, or in employment on the basis of actual or perceived race, religion, color, national origin, ancestry, age, marital status, pregnancy, physical or mental disability, medical condition, genetic information, veteran status, gender, sex, or sexual orientation.