Secretary III

Position Type:
Secretarial/Clerical/Secretary III

Date Posted:
4/8/2025

Location:
Marana Vista Academy

Date Available:
07/01/2025 POSITION SUMMARY
Provides confidential secretarial support to school staff and administrators, monitors the attendance of students at assigned schools, maintains attendance files and facilitates the efficient operation of the attendance or front office at assigned school.

Disclaimer: The following duties are not intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional position specific duties.

PRIMARY DUTIES AND RESPONSIBILITIES

• Greets visitors, receives phone calls, and distributes mail and messages to appropriate personnel.
• Manages administrator's schedule, calendar and e-mail. correspondence?
• Coordinates substitute teachers and aides
• Schedules and coordinates appointments, meetings and in school conferences.
• Manages conferences/workshops and performs other off-site arrangements including registrations, lodging and travel.
• Composes and creates correspondence such as reports, meeting minutes, announcements, bulletins, flyers, certificates, forms and brochures.
• Orders office and instructional supplies and maintains records of purchase orders, invoices and requisitions.
• Maintains correspondence, personnel files and other information files at assigned site.
• Processes paperwork as needed for the District Office, i.e. leave of absence requests, new hire paperwork, worker's compensation claims and manages substitute staff assignments.
• Assists administrators and directors in submitting, amending and monitoring budgets and grants.
• Manages programs and events at school location, such as, graduation and staff luncheons.
• Researches information, providing information to administrators, teachers and staff.
• Maintains school key inventory and is responsible for distribution.
• Monitors and maintains time entry system attendance and related time keeping systems for all staff members (certified and support personnel).
• Submits and monitors various requests to other departments such as maintenance work orders, print shop requests, transportation needs, technology work orders and rental requests.
• Reviews attendance records to identify students with excessive absenteeism and tardiness.
• Investigates student absences, tardiness and attendance problems and arranges conferences with appropriate students and parents to discuss their attendance.
• Confers with, and advises parents and student on specific attendance issues and district attendance policies.
• Sends required letters to parents for excessive absences.
• Reviews and verifies submitted student absence notes/documentation. Determines validity and if absence is excused or otherwise. Issues admit slip for class when appropriate.
• Receives absence calls from parents. Displays courtesy and professionalism when dealing with parents, students and the public.
• Complies all required attendance reports. Reviews and maintains all required documentation.
• Provides information to school principal for class placement and/or withdrawal of student from school per district policies. Ensures all related documentation is prepared.
• Compiles kindergarten student information for bus routes.
• Serves as attendance resource for Child Study Team (CST).
• Collects data and reports truancy to Pima County Attorney.
• Coordinates the collection of student data for Special Education, foster/group home students, and Gifted (GEM) students.
• Composes correspondence, reports and other attendance related documentation.
• Coordinates the maintenance, storage, and destruction of student files.
• Responds to requests for student records from other schools. Maintains a log of all records requested and received.
• Requests and evaluates records from previously attended schools.
• Acts a resource for school and district personnel as well as a leader within the location's office.
• Performs related duties as assigned.

KNOWLEDGE SKILLS AND ABILITIES

• Demonstrate intermediate proficiency in computer programs such as Microsoft Word, Excel, PowerPoint, Outlook and Explorer.
• Ability to operate standard office equipment.
• Ability to communicate effectively verbally and in writing.
• Ability to do basic mathematical computations.
• Produce accurate work and complete assignments with minimal supervision.
• Ability to apply common sense understanding to solve practical problems and deal with a variety of situations.
• Ability to employ trouble-shooting, problem solving and decision-making skills.
• Ability to establish priority ordering of tasks necessary to complete a project and convey these understandings and priorities to others.
• Ability to maintain confidentiality with regards to people or events that occur on campus.
• Ability to work cooperatively and courteously with staff, students, parents and community members.
• Perform all duties in accordance with Federal and State laws, district procedures and Board policies.
• Ability to handle confrontation and conflict without an emotional response.

QUALIFICATIONS

• High School Diploma or equivalent
• 4 - 5 years administrative support experience working with youth in an educational setting, with office and/or attendance experience preferred
• Coursework at junior college level preferred
• Any equivalent combination of training, education and experience that meets minimum requirements

PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is required to reach with hands and arms. The employee is frequently required to sit, stand, bend, stoop and walk. The employee may be required to occasionally lift up to 30 pounds.

WORK ENVIRONMENT
Indoor office environment. This position regularly works indoors. The noise level in the work environment is generally quiet to moderate and may become excessively noisy at times. Will have contact with students, staff, parents and the public.

Internal candidates must submit a request for transfer form signed by your site administrator within 5 working days of the posting date.

$20.02/hour - 12 Month position - 40 hours/week

EQUAL EMPLOYMENT OPPORTUNITY
Discrimination against an otherwise qualified individual with a disability or any individual by reason of race, color, religion, sex, age, or national origin, is prohibited. Efforts will be made in recruitment and employment to ensure equal opportunity in employment for all qualified persons.20