Job Title: Middle School Secretary - Registrar (10 month position)
Department: Learning- Secondary
Pay Grade: C141
FLSA Status: Non-Exempt
Reports to: Building Principal
GENERAL PURPOSE
Responsible for providing a wide variety of complex and confidential administrative and secretarial support to the assigned administrator; conveying information regarding department functions and procedures; ensuring efficient operation of support functions; and coordinating assigned projects and site activities.
ESSENTIAL JOB FUNCTIONS
Receive and greet visitors, interact professionally and courteously, providing exceptional service.
Ability to communicate effectively with staff, parents, students, and patrons of the district.
Proficient in the operation of office equipment.
Manage telephone systems, answering, screening, transferring, and responding to calls and inquiries.
Answer questions from internal and external parties providing general information and/or routing inquiries.
Process documents and materials ensuring accuracy of related documents.
Prepare standardized documents and reports communicating information to other parties.
Record requests from school districts, Social Security Administration, Vocational Rehabilitation, law offices, doctor's offices, former students, and other related agencies within a specific amount of time maintaining accurate records.
Verify special education student related data in Special Education Automation Software (SEAS) ensuring the accuracy of the student records.
Enroll and/or withdraw students from Private/Parochial school preparing reports and/or processing forms.
Attend department and/or in-service meetings conveying and/or gathering information required to perform functions.
Maintain inventory of supplies and materials ensuring items' availability.
Maintain a variety of manual and electronic documents, files, and records providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements.
Prepare a variety of correspondence, reports, and other materials documenting activities, providing written reference, and/or conveying information.
Process a variety of documents and materials disseminating information in compliance with established administrative.
Research assigned topics providing information that address the guidance and counseling operations.
Respond to inquiries from a variety of internal and external parties providing information and/or direction.
Schedule meetings and appointments ensuring the availability of all parties.
Supervise student office workers providing guidance and meeting work requirements.
Coordinate schedules, events and meetings.
Maintain work area in good order with needed materials, information and resource information for visitors.
Reconcile account balances for assigned budget categories maintaining accurate account balances.
Ensure familiarity with and current knowledge of program needs and requirements to support effective, efficient and quality operations on an ongoing basis.
Compile and maintain current program information and materials to support day-to-day operational needs for providing reference information.
Compile and maintain materials and data to prepare and support program operations and improvements, including compliance with state, federal and local program requirements.
Support and enforce safety procedures for the work area.
Perform general clerical functions scheduling, copying, faxing, data entry, filing, mail, etc.
Provide support for assigned administrative personnel.
Perform other duties as assigned for ensuring the efficient and effective function fo the work unit.
QUALIFICATIONS AND REQUIREMENTS
Education and Experience
High School Diploma or its equivalent.
Minimum of five (5) years of job related experience with increasing levels of responsibility is required.
Certificates, Licenses and Other Special Requirements
Must pass a Criminal Background Clearance.
Knowledge, Skills, and Abilities
Knowledge of basic math, including calculations using fractions, percentages, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and solve practical problems.
Knowledge based competencies required to satisfactorily perform the functions of the job include accounting/bookkeeping principles; business telephone etiquette; common office machines; and concepts of grammar and punctuation; and office methods and practices.
Skill to perform multiple, technical tasks with a need to routinely upgrade skills in order to meet changing job conditions.
Skill based competencies required to satisfactorily perform the functions of the job, including operating standard office equipment; performing standard bookkeeping; preparing and maintaining accurate records; and using pertinent software applications.
Ability to analyze situations to define issues and draw conclusions.
Ability to schedule a number of activities, meetings, and/or events; gather, collate, and/or classify data; and use job-related equipment.
Ability to work with others under a wide variety of circumstances; working with data utilizing defined but different processes; and operate equipment using defined methods.
Ability to work with a significant diversity of individuals and/or groups; work with data of widely varied types and/or purposes; and utilize job-related equipment.
Ability to analyze issues and create action plans.
Ability to collaborate and communicate effectively with internal and external stakeholders.
Ability to apply critical thinking/problem solving to improve work processes.
Ability to maintain confidentiality; set priorities; meet deadlines and schedules; work with detailed information; and adapt to changing priorities.
Ability to set high expectations for self and others; set and monitor progress toward goals; and utilize and offer effective feedback for continuous improvement.
Ability to work as part of a team; adapt to changing priorities; and apply logical processes and analytical skills.
Working Conditions and Physical Requirements
Work environment is primarily inside, where the noise and temperature levels are moderate.
The work is sedentary work which requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.
Must possess the physical ability to work primarily with fingers, perceive the nature of sounds, make rational decisions through sound logic and deductive processes, express or exchange ideas by the spoken word, substantial movements (motions) with the hands, wrists, and/or fingers, and discern letters or numbers at a given distance.
Additionally, the following physical abilities are required: handling, hearing, manual dexterity, mental acuity, reaching, repetitive motion, speaking, talking, visual acuity, and walking.
