Meridian Medical Arts Charter High School

ATTENDANCE / COUNSELING SECRETARY

Position Classification: 0.5 FTE (Part-Time)

PURPOSE

Support the daily operations of Meridian Medical Arts Charter High School by maintaining accurate student attendance records and providing administrative assistance to the School Counselor and College, Career & Recruitment Counselor. This part-time position contributes to the efficient, organized, and professional functioning of the Attendance Office, Counseling Department, and general school operations.

PERFORMANCE RESPONSIBILITIES

The primary functions of this 0.5 FTE position are to support daily school operations by accurately maintaining student attendance records and providing administrative assistance to the school's counseling staff. The Attendance/Counseling Secretary performs a variety of clerical and administrative support duties, primarily in two areas: Attendance Management and Counseling Support.

Responsibilities include monitoring and recording student attendance; communicating with parents/guardians regarding absences and tardies; preparing documents, letters, and reports; entering and managing student information within school systems; maintaining confidential records; coordinating student appointments; and supporting the efficient operation of the Counseling Department.

This position also provides general administrative support to the Main Office as needed. The position operates under the direct supervision of the Building Principal, with primary duties performed in a school office environment.

ESSENTIAL DUTIES

Attendance Management

• Maintain accurate student attendance records, including absences, tardies, early dismissals, and attendance corrections.
• Monitor student attendance and communicate with parents/guardians regarding absences, tardies, and attendance concerns.
• Enter, update, and verify attendance information within the school's student information system.
• Prepare attendance reports, notifications, and correspondence as required by school policies and applicable regulations.
• Assist administration with attendance monitoring, interventions, and follow-up communications.
• Maintain documentation of parent notifications, attendance excuses, and related correspondence.
• Coordinate student check-in and check-out procedures in accordance with established school protocols.

Counseling Department Support

• Provide administrative and clerical support to the School Counselor and College, Career & Recruitment Counselor.
• Schedule student appointments with counselors and assist in coordinating counseling calendars and meeting logistics.
• Assist with scheduling and preparing materials for parent conferences, 504 meetings, student support meetings, and college representative visits.
• Maintain and update confidential student records, cumulative files, and related documentation in accordance with FERPA and applicable requirements.
• Assist with processing student transcript requests, records transfers, and requests for educational records.
• Support counselors with college application documentation, scholarship correspondence, and college and career readiness activities.
• Assist with the coordination of college visits, career fairs, and other student counseling events.
• Maintain organized counseling resources, informational materials, and student support documentation.
• Assist counseling staff with data entry, report preparation, correspondence, and special projects.
• Communicate professionally with students, families, staff, and outside organizations regarding counseling-related appointments and administrative matters.

General Administrative Support

• Provide administrative assistance to the Main Office Secretary as needed, including answering telephones, greeting visitors, preparing documents, and completing general clerical tasks.
• Order, organize, and maintain office supplies and materials.
• Prepare letters, forms, reports, and other correspondence as requested by administration.
• Maintain organized electronic and physical filing systems.
• Handle sensitive student and staff information with discretion and maintain confidentiality.
• Assist with student and parent communications as directed.
• Respond appropriately to student needs and school-related situations, including contacting parents/guardians and assisting with established emergency procedures.
• Perform all work duties and activities in accordance with school policies, procedures, and safety practices.
• Fulfill mandatory reporting responsibilities as required by Idaho law.
• Perform other duties as assigned by the Building Principal, consistent with the position's part-time schedule.

KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of:

• Standard office equipment, including personal computers, printers, copiers, and related technology.
• Microsoft Office, Google Workspace, student information systems, email, and other school-related software.
• Multi-line telephone systems and professional telephone procedures.
• English grammar, punctuation, spelling, and professional written communication.
• Basic mathematics, data entry, and recordkeeping practices.
• Current professional office practices, procedures, and protocols.
• Student confidentiality requirements, including FERPA and applicable student records regulations.
• General school attendance procedures and student support services.

Ability to:

• Perform a variety of clerical and administrative support duties with accuracy and efficiency.
• Follow written and oral instructions with attention to detail.
• Maintain accurate records and prepare clear, concise, and professional reports.
• Operate standard office equipment and effectively utilize school-related technology.
• Establish and maintain positive, professional working relationships with students, families, staff, administrators, and the public.
• Communicate clearly, professionally, and effectively, both orally and in writing.
• Demonstrate patience, discretion, and professionalism when working with students and families.
• Respond appropriately to emergencies or unusual situations, including administering first aid when trained, contacting parents, and handling sensitive matters.
• Apply logical and creative problem-solving skills to daily responsibilities.
• Manage multiple tasks, frequent interruptions, and competing priorities while meeting established deadlines.
• Maintain strict confidentiality regarding student, staff, and school matters.
• Work independently while also contributing effectively as a member of the school office team.
• Learn and adapt to new technology, software applications, and administrative processes.
• Demonstrate dependability, initiative, flexibility, and strong organizational skills.

QUALIFICATIONS

• High school diploma or equivalent required; additional education or training preferred.
• Previous experience in clerical, administrative, customer service, or school office support roles preferred.
• Experience working with student information systems or maintaining confidential records preferred.
• Strong organizational, interpersonal, communication, and computer skills.
• Ability to work effectively with high school students, families, and school personnel.
• Any equivalent combination of education, training, and experience that provides the knowledge, skills, and abilities necessary to perform the duties of the position.

ESSENTIAL PHYSICAL ABILITIES

• Sufficient clarity of speech and hearing, with or without reasonable accommodation, to understand verbal instructions and communicate effectively in person and by telephone.
• Sufficient vision, with or without reasonable accommodation, to read and interpret written materials, review and prepare documents, and organize files and materials accurately.
• Sufficient manual dexterity, with or without reasonable accommodation, to operate a personal computer, keyboard, and other standard office equipment.
• Sufficient physical mobility, agility, strength, and reflexes, with or without reasonable accommodation, to work at a computer for extended periods, lift and carry up to 20 pounds, and perform general office tasks in a standard work environment.

EVALUATION

Performance of this position will be evaluated by the Building Principal in accordance with the Board's policy on employee evaluations.

TERMS OF EMPLOYMENT

Position Status: 0.5 Full-Time Equivalent (FTE), Part-Time.

Work Schedule: The specific daily schedule and work calendar will be established by the Building Principal based on school operational needs.

Compensation: Compensation will be prorated based on the 0.5 FTE assignment and the school's established salary schedule or approved compensation structure.

Regular attendance during assigned working hours is an essential function of this position.

• At-Will Employment: Employment with Meridian Medical Arts Charter High School is at will. This means that either the employee or the Charter may terminate the employment relationship at any time, with or without cause or advance notice, subject to applicable law.
• Veterans' Preference: Eligible veterans will receive preference in public employment in accordance with applicable Idaho law, including Idaho Code §§ 65-501 through 65-503.