Clear Creek Independent School District

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Secretary - Attendance Officer

at Clear Creek Independent School District

Posted: 2/25/2019
Job Status: Full Time
Job Reference #: 3972
Keywords: police

Job Description

Primary Purpose

  • Serve as a liaison between the school, the home and the community in matters relating to the attendance of students who are in violation of the compulsory school attendance laws of Texas and perform duties related to the operation of the office of the Truancy Officers. 



  • High school diploma or GED


Special Knowledge/Skills

  • Expertise in Windows, Microsoft Office, database management software, email and calendaring/scheduling systems
  • Ability to create spreadsheets and manage databases
  • Knowledge of student information
  • Strong organizational, communication, interpersonal and problem-solving skills
  • Ability to set priorities, handles multiple assignments, and makes decisions
  • Ability to maintain confidentiality
  • Ability to learn new software
  • Skills in proofreading



  • Minimum of 3 to 4 years secretarial experience, preferably in the legal field; experience working in District and County Courts; K-12 public education (preferably in attendance)

Major Responsibilities and Duties

  1. Familiarization with district attendance policies and state attendance laws.
  2. Process and log-in student referrals (attendance and residency).
  3. Prepare court warning and attendance letters for mailing on all referrals (REACT Letter).
  4. Prepare legal documents for court cases and notarize.
  5. Prepare summonses for all truancy cases filed on student and parent for two separate Courts in Galveston County.
  6. Assign all court dates for truancy cases and provide Deputy Chief Clerks of Courts with dockets for cases to be heard.
  7. Maintain all office data and tracking of student referrals.
  8. Submit monthly and annual summary reports to school authorities.
  9. Keep schools informed of the disposition of student referrals/court action.
  10. Maintain adequate records of all cases and central filing system.
  11. Update student attendance from WinSchool as needed.
  12. Handle all incoming mail and telephone communications.
  13. Communicate with Truancy Officers regarding referral procedures.
  14. Maintain spreadsheet and files for FTA warrants and recalls.
  15. Maintain Truancy Officers subpoenas.
  16. Prepare mailing to notify parent of court date/outstanding warrants.
  17. Communicate with courts and schools on disposition of cases.
  18. Prepare weekly court docket for Truancy Officers.
  19. Maintain master cross reference file on all referrals.
  20. Familiarization with district board policy regarding student transfers, guardianships and immunizations.
  21. Assist school personnel in interpreting and enforcing the compulsory attendance laws of the State of Texas.
  22. Send copies of correspondence to school personnel as requested.
  23. Maintain record of home schooled students, send exemption form to parents and file information received.
  24. Track final disposition of court cases and provide monthly reports to PIEMS Specialist Department of Assessment and Accountability for submission into district records.
  25. Verify GED scores and maintain up-to-date information on GED prep classes/testing.
  26. Prepare Attendance Reports Schedule and provide to Information Management Services (IMS) for proper distribution.
  27. Operate and maintain all office machines.
  28. Compose and type outgoing correspondence.
  29. Organize and file all office correspondence.
  30. Type up-to-date forms/compulsory attendance law as needed in two languages.
  31. Prepare back-to-school attendance packets to principals/designees and maintain designee forms/changes.
  32. Update and file attendance referrals/purge as needed.
  33. Maintain accurate information on area apartments/subdivisions.
  34. Order forms and office supplies for Truancy Office.
  35. Coordinate management of office.
  36. Reconcile all purchase orders and invoices for the district attendance office.
  37. Reconcile all KRONOS timesheets and monitor personnel time records to include sick leave, vacation, and special requests.
  38. Work directly with Community In Schools, Harris County Community Youth Services Truancy Intervention Program, and Harris County District Attorneys’ Office Stay In School Program.
  39. Exercise excellent telephone etiquette and respond appropriately to inquiries and requests from the community and district staff in all areas of job responsibility.
  40. Maintain a variety of communications with administration, campus personnel, court personnel, probation officers, social workers, police officers and the general public.
  41. Attend training to develop skills appropriate to the job assignment.
  42. Participate as an effective team member who contributes to district, department, and content goals.
  43. Demonstrate integrity and ethics.
  44. Display proficient levels of technology applications.
  45. Utilize time wisely for effective management of job responsibilities.
  46. Maintain punctuality in daily work times, appointments, and meetings.
  47. Meet task completion deadlines established by supervisor.
  48. Maintain friendly customer-service-driven interactions with all stakeholders, students, teachers, administrators, and co-workers.
  49. Work cooperatively with co-workers and supervisors to ensure that the goals of the school/department are met.
  50. Maintain a positive and professional tone in all communication (i.e. email, written, and verbal).
  51. Perform other duties and accept other responsibilities as assigned.


Working Conditions

Mental Demands

  • Effective written and verbal communication skills, attention to detail, confidentiality, reasoning and judgment, reading, interpretive skills, emotional control during stressful situations, concentration, coordination and assimilation of data, instructional skills, ability to work efficiently in a timely manner and the ability to multi-task under pressure.

Physical Demands/Environmental Factors

  • Keyboarding
  • Frequent interruptions
  • Moderate standing, walking, bending, lifting
  • Prolonged sitting and use of computer
  • Repetitive hand motions


Days in Contract:  187


Daily Hours:  7.5


Pay Grade:  Paraprofessional Pay Grade 5



Primary Location: Education Support Center

Shift Type: Full-Time

Job Contact Information

Applications will be accepted beginning
Monday, October 8, 2018 12:00 AM
(Central Standard Time)