Clarksville-Montgomery County School System ( learn more )

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Job Details

  • Job ID: 3230760
  • Application Deadline: Posted until Filled
  • Posted : February 12, 2020

Job Description



Job Title: Administrative Assistant II-Attendance/Elementary School     


Department: School Office


Reports To: Principal

Grade F
H.P.D. 8
D.P.Y. 215


HOURS 8:00am - 4:30pm


CLOSING DATE: 02/18/2020


TESTING: Effective July 2019, OPAC computer testing will only be administered to the applicant selected for hire.  When HR receives a recommendation to hire, we will contact you to schedule the assessment.  OPAC includes Windows 7, Excel (2016), Word (2016) and a typing test.


Job Description Date Reviewed: July 2019                                          


Purpose of Job

The purpose of this job is to assist in coordinating student attendance activities, and procedures while serving as liaison between the Principal, teachers, students, parents and visitors. Duties and responsibilities include answering telephones, providing information to faculty, staff, and general public, reconciling and recording student data (to include attendance) accurately in Power School, thus ensuring correct data is available for state required reports. Processing student information, assisting students, parents and visitors as needed.


Essential Duties and Responsibilities

The following duties are normal for this job. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.


Answers telephone and provides information or directs calls/messages to appropriate personnel; greets public and serves as liaison between parents, community members, students and teachers.

Records daily attendance data by reconciling entries, withdrawals and sign-in/sign-out data, Raptor transfer and verification, students excused absence documentation, faculty contact for required/missed submissions, etc.

Verifies attendance entries and withdrawals for principal’s Monthly Attendance Report.

Responsible for verifying and reconciling all information for each 20 day reporting period.

Assists in registering students; verifies information needed for entrance and enters data into computer.


Enters and maintains/continually up dating all computer entries regarding student data which includes: yearly emergency contact information, parental/guardian contacts, specific bus information, address and phone data that may change throughout the year.

Assists with maintaining emergency cards files and teachers’ mailboxes as needed.

May prepare withdrawal forms; checks for missing books; withdraws students from computer and class roster.

Reconciles and verifies all teachers’ computerized attendance input with data that is recorded and submitted daily on Power School.

Schedules all classes on Power School for each student, including those with identifying options for students receiving any special services (Title I, Inclusion, Gifted and CDC)
Acts as custodian of student records, manages incoming and outgoing student records. To include cumulative and confidential records. Verifies records for local requirements.

Call parents and sends notification via mail to those whose child has missed three and five unexcused absences; schedules attendance meetings and follows up appropriate tier process regarding student attendance.

In the absence of medical personnel, dispenses medications to self-administering students as required.

Verifies incoming student records for compliance with local requirements.

Enters free & reduced lunch codes for students.

Inform students and parents of delinquent lunch charges as needed.

Assists with maintaining emergency cards files and teachers’ mailboxes as needed.

Instructs new teachers of attendance policy and student referral process; assists Guidance counselor.

Assists in coordinating general office procedures; prepares, and files reports and office correspondence for Principal and assistant as needed; prints suspension paperwork located in Powerschool.

Assists with the collection and reviews of Survey of Federally connected Students form from each student; processes data of students for whom the school system receives federal funds.

Assists sick children in locating parents or guardians; admits and dismisses students; releases students to parents and guardians, checking identification.

Determines students living outside school zones; verifies parental custody as necessary, and communicates to parents and Student Services regarding zone eligibility and special transfers.

Oversees students waiting in office area.

Works in conjunction with parents, teachers, and Student Services regarding homebound instruction.

Works in conjunction with the district Homeless Liason regarding student status and eligibility (FIT)

Supports school safety through district protocols and/or participation in School Emergency Management Team efforts if requested by principal; ensures updated and accurate student locator/roster information is readily available.

Assists in issuing teachers’ supplies; runs and distributes memo copies for faculty, staff, and students.

Assists with incentive and awards programs.

Schedules parent/teacher conferences as needed.

Sorts and distributes mail; designs and prints certificates; types newsletters and PTO/PTA notices; compiles honor roll.

Organizes and maintains filing system, including but not limited to: filing Daily Attendance chart, Accident reports, Preliminary Report, Medical Log, Attendance Referrals, absentee letters, Principal’s Monthly Attendance Report, Daily Absentee Form, hardship Application Form, work orders, etc.

Verifies and enters data for Suspension & Expulsion Reports.

Assists in entry and organization of student disciplinary actions and files as needed.
Submits end-of-year reports for Guidance.

Assists in grade verification, prints report cards; sends and receives transcripts and inputs data as needed.

Assists in coordinating substitute and classroom coverage as needed daily.

Liaison to substitute teaches/aides ensuring accurate communication of the school’s needs and assignment details as needed.


Additional Job Functions


Performs other duties as required.



Minimum Training and Experience Required to Perform Essential Job Functions

High School Diploma (or GED), with one to three years of general office and bookkeeping experience required; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.



Has considerable knowledge of the policies, procedures, and activities of the School System, attendance and student practices as they pertain to the performance of duties relating to the job of Administrative Assistant II-Attendance. Has considerable
knowledge of attendance, enrollment and student practices as necessary in the completion of daily responsibilities. Knows how to develop and administer operations and staff plans and objectives for the expedience and effectiveness of specific duties of the department. Knows how to keep abreast of any changes in policy, methods, computer operations, equipment needs, etc. as they pertain to departmental operations and activities. Is able to effectively communicate and interact with supervisors, members of the general public and all other groups involved in the activities of the department. Is able to assemble information and make written reports and documents in a concise, clear and effective manner. Has good organizational and human relations skills. Is able to use independent judgment and work with little direct supervision when necessary. Has the ability to comprehend, interpret, and apply regulations, procedures and related information. Has comprehensive knowledge of the terminology, principles, and methods utilized within the department. Has the mathematical ability to handle required calculations. Is knowledgeable and proficient with computers.




PHYSICAL REQUIREMENTS: Must be physically able to operate a variety of office machines and equipment, such as telephones, computers, typewriters, copiers, adding machines, calculators, two-way radio, etc. Must be physically able to work, move or carry objects or materials. Must be able to exert up to twenty pounds of force occasionally, and/or up to ten pounds of force frequently. Physical demand requirements are at levels of those for active work. Must be able to lift and/or carry weight of twenty to forty pounds.
Requires the ability to compare and or judge the readily observable functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people, or things.
Requires the ability of speaking and/or signaling people to convey or exchange administrative and financial information. Includes giving assignments and/or directions to co-workers or assistants.
 Requires the ability to read a variety of informational documentation, directions, instructions, and methods and procedures related to the position of Administrative Assistant I-Attendance. Requires the ability to writer reports with proper format, punctuation, spelling and grammar, using all parts of speech. Requires the ability to speak with and before others with poise, voice control, and confidence using correct English and a well-modulated voice.
 Requires the ability to learn and understand complex principles and techniques; to make independent judgments in absence of supervision; to acquire knowledge of topics related to the job of Administrative Assistant I Attendance.
Requires the ability to record and deliver information to supervisors and elected officials; to explain procedures and policies; and to follow verbal and written instructions, guidelines and objectives.
Requires the ability to utilize mathematical formulas; add and subtract totals; multiply and divide; determine percentages; determine time and weight; and utilize statistical inference.
Requires the ability to inspect items for proper length, width, and shape, visually with office equipment.
Requires the ability to coordinate hands and eyes in using automated office equipment.
Requires the ability to handle a variety of items, office equipment, control knobs, switches, etc. Must have the ability to use one hand for twisting or turning motion while coordinating other hand with different activities. Must have minimal levels of eye/hand/foot coordination.
May require the ability to differentiate colors and shades of color.

INTERPERSONAL TEMPERAMENT: Requires the ability to deal with people (i.e. staff, supervisors, general public, and elected officials) beyond giving and receiving instructions such as in interpreting departmental policies and procedures. Must be adaptable to performing under minimal stress when confronted with an emergency related to the position of Administrative
Assistant I-Attendance.
PHYSICAL COMMUNICATION: Requires the ability to talk and/or hear: (talking-expressing or exchanging ideas by means of spoken words). (Hearing-perceiving nature of sounds by ear).
ATTENDANCE: A regular and dependable level of attendance is an essential function for this position.


The Clarksville-Montgomery County School System is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the School System may provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

  • Position Type: Full-time
  • Job Category : Support Staff > Administrative Assistant
  • Contact Information

    • Jacklyn Winegarden
    • 621 Gracey Avenue
    • Clarksville, Tennessee 37040

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