Substitute Caller Attendance Assistant

The Sub Caller and Attendance Assistant provides essential administrative and organizational support to the high school administration. This dual-role position is responsible for managing substitute scheduling and attendance tracking to ensure smooth daily operations. As the Sub Caller, this role involves coordinating substitute coverage for teachers and staff, while as the Attendance Assistant, responsibilities include maintaining accurate attendance records and assisting the attendance secretary with student-related attendance tasks.

Key Responsibilities:

Sub Caller Duties

1. Substitute Coordination:

   • Maintain and update the daily list of classes needing substitute coverage.
   • Organize and assign external substitutes and solicit internal substitutes when necessary.
   • Communicate with substitutes regarding special programming and future coverage needs.
   • Schedule substitutes for IEP/504 meetings and manage logistics related to lesson plans or specific class instructions.

2. Tracking and Reporting:

   • Track and report daily period coverage for both pre-arranged and immediate teacher absences.
   • Generate and distribute a daily substitute list for staff reference.
   • Document all substitute activity and coverage in the Skyward system.

3. Staff Coordination and Communication:

   • Assist with time-off transactions for support staff as needed.
   • Coordinate substitute logistics, including necessary materials, lesson plans, or special instructions.

Attendance Assistant Duties

1. Student Attendance Management:

   • Collaborate with the attendance secretary to track and maintain accurate student attendance records in PowerSchool throughout the school day.
   • Write passes and handle other student-related attendance issues as needed.
   • Generate and reconcile attendance reports as required by administration and district policy.

2. Data Management:

   • Maintain and update analog and digital files, databases, and attendance records according to established guidelines.
   • Organize and maintain office files to provide current information and historical reference in line with district policies.

3. General Office Support:

   • Provide administrative support for the high school main office and student services as needed.
   • Assist with school-wide mailings and handle daily mail distribution within the York Student Services center.

Qualifications:

• Education: High school diploma or equivalent; experience in administrative or secretarial support is preferred.
• Skills: Strong organizational, time management, and multitasking skills; proficient in data entry and record-keeping systems, particularly PowerSchool and Skyward.
• Communication: Excellent verbal and written communication skills, with the ability to interact effectively with students, staff, and substitutes.
• Technical Proficiency: Familiarity with office software (e.g., Microsoft Office Suite) and database management.
• Other Requirements: Ability to maintain confidentiality, handle sensitive student information, and work in accordance with school policies and district guidelines.