Clerk 1

Classified - School - Clerk I Attendance

Job Number

Start Date

Open Date 03/25/2025

Closing Date

ROBERTSON COUNTY BOARD OF EDUCATION
CLASSIFICATION SPECIFICATION
CLASSIFICATION TITLE:
FLSA Classification: Non-Exempt
CLERK I - ATTENDANCE CLERK
Direct Supervisor: School Principal
PURPOSE OF CLASSIFICATION
The purpose of this classification is to maintain accurate student attendance records and to process related
documentation.
ESSENTIAL FUNCTIONS
The following duties are normal for this position. The omission of specific statements of the duties does not
exclude them from the classification if the work is similar, related, or a logical assignment for this classification.
Other duties may be required and assigned.
Coordinates attendance-related activities and maintains accurate records regarding student attendance, absences, early
dismissals, late arrivals, tardiness to class, suspensions, field trips, and related activities.
Maintains records of student attendance data; enters absences for all reasons into computer database; prepares and
distributes daily attendance reports; writes admits and records tardies for students; compares absences with tardy sign
in sheet; receives excuse notes from parents, doctors, dentists, courts, or other sources; records/logs reasons for
absences from excuses brought by students; corrects unexcused absences to excused status upon receipt of excuse
notes; prepares, distributes, and receives attendance folders; prepares ten-day, twenty-day, or other incremental
attendance reports for distributes as appropriate.
Verifies and writes dismissals for students leaving early; contacts classrooms to request reporting of students for
dismissal.
Records student suspensions; receives and processes suspension forms; sends suspension papers to parents and other
personnel as appropriate; prepares return from suspension forms.
Confers with parents, social workers, counselors, caseworkers, probation officers, or other individuals regarding
students with attendance problems or other problems; sends notification of absences to parents with requests for
explanation; contacts parents to discuss early dismissal authorization, excessive absences, missed classes, or other
issues; writes social worker referrals for excessive absence/tardiness; reports serious student/parent problems, such as
suicide, pregnancy, or abuse, to proper authority.
Generates individual student attendance reports as requested by authorized individuals.
Processes documentation pertaining to student enrollment activities; processes student registrations, withdrawals, and
transfers; verifies proper zoning for each student; enters enrollment data into computer; corrects/updates data as
appropriate; generates reports for Central Office of student enrollment counts and student/teacher ratios; researches
location/status of students enrolled at beginning of school year but not appearing for classes.
Requests homework for students absent due to illness; obtains from teachers and delivers to parents; receives
completed homework from absent students and delivers to teachers.
Prepares drop sheets for students who are dropping out or transferring to another school; de-activates students in
computer; prepares GED waiver forms for students dropping out to take GED test.
Prepares driver's license certification forms required by the State for high school students to obtain driver's licenses;
distributes and receives compulsory attendance forms to students for driver's licenses; verifies information provided
by student on compulsory attendance form; compiles list of names and relevant data for driver licenses revocations,
to include verifying attendance and grades; reissues forms to Department of Safety when students re-establish
compliance status by meeting attendance and grade requirements; maintains log of driver's license transactions.
Assists with clinic activities; takes temperatures of sick/injured children; provides minor first aid, such as applying ice
or bandages; contacts parents/guardians to pick up sick/injured children; maintains medication records and dispenses
medication to students according to policy.
Assists with monitoring of students during lunches, school arrival/departure times, or at other events/activities.
Contacts police for assistance during a disturbance as directed by school principal or School Resource Officer;
maintains open radio communications until resolution of incident.
Provides clerical support for the assigned school; processes a variety of documentation associated with department
operations within designated timeframes and per established procedures; provides clerical support for school principal,
assistant principal, counselors, teachers, and other staff; opens/screens mail; types, edits, or proofreads correspondence.
Performs customer service functions; answers telephone calls, greets visitors, and assists individuals at front counter;
ascertains nature of business, directs callers/visitors to appropriate personnel, and records/relays messages; provides
information/assistance regarding school programs, activities, procedures, forms, fees, or other issues; responds to
routine questions/complaints and initiates problem resolution.
Receives moneys in payment of school fees, bookstore purchases, field trips, parking fees, student dues, or other
fees/services; records transactions, issues receipts, prepares bank deposits, and forwards revenues as appropriate; issues
student parking permit.
Compiles various data relating to department operations; makes applicable calculations; prepares/generates reports;
maintains records.
Submits required reports to State offices or other agencies/individuals as appropriate.
Processes incoming/outgoing mail; sorts, organizes, opens, and/or distributes incoming mail; signs for incoming
packages; prepares outgoing mail for pickup.
Types, composes, prepares, or completes various forms, reports, correspondence, daily attendance reports, attendance
rosters, individual attendance reports, ethnic distribution reports, special education attendance reports, return from
suspension forms, dismissal documents, tardy sheets, enrollment/withdrawal forms, driver certification forms,
compulsory attendance forms, license revocation/reinstatement forms, enrollment verification letters, referrals, or other
documents.
Receives various forms, reports, correspondence, schedules, daily attendance records, attendance reports, attendance
request forms, student information cards/sheets, student schedules, suspension forms, requests for records, information
release forms, driver certification forms, GED waiver forms, homebound student reports, parent employment surveys,
home language surveys, free/reduced lunch applications, enrollment records, court reports, policies, procedures, rules,
regulations, handbooks, manuals, directories, reference materials, or other documentation; reviews, completes,
processes, forwards or retains as appropriate.
Operates a computer to enter, retrieve, review or modify data; performs data entry functions by keying data into
computer; verifies accuracy of entered data and makes corrections; utilizes word processing, spreadsheet, database,
desktop publishing, e-mail, Internet, or other programs.
Performs basic maintenance of computer system and office equipment, such as backing up data or replacing paper, ink,
or toner; coordinates service/repair activities as needed.

Monitors inventory of department supplies and forms; ensures availability of adequate materials to conduct work
activities; initiates requests/orders for new or replacement supplies.

Maintains file system of various files/records; prepares and sets up files; sorts/organizes documents to be filed; files
documents in designated order; retrieves/replaces files; shreds/destroys confidential or obsolete documents.

Performs general/clerical tasks, which may include making copies, sending/receiving faxes, filing documentation, or
updating department manuals/documentation.

Communicates with supervisor, employees, other departments, school system officials, school officials/staff, teachers,
parents, students, physician offices, social workers, case workers, probation officers, vendors, state/federal agencies,
the public, outside agencies, and other individuals as needed to coordinate work activities, review status of work,
exchange information, or resolve problems.

ADDITIONAL FUNCTIONS

Provides assistance to other employees or departments as needed.

Performs other related duties as required.

MINIMUM QUALIFICATIONS

High school diploma or GED; supplemented by 5 months previous experience and/or training involving school
attendance office coordination, general office work (preferably in a school or youth-related environment), customer
service, and personal computer operations; or any equivalent combination of education, training, and experience which
provides the requisite knowledge, skills, and abilities for this job.

PERFORMANCE APTITUDES

Data Utilization: Requires the ability to calculate and/or tabulate data. Includes performing subsequent actions in
relation to these computational operations.

Human Interaction: Requires the ability to provide guidance, assistance, and/or interpretation to others regarding
the application of procedures and standards to specific situations.

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