REGISTRAR/COUNSELING SECRETARY

JOB DESCRIPTION

Under direct supervision of the Principal, Assistant Principal, Office Manager and the District Office. 

PRIMARY DUTIES

The  Registrar/Counseling Secretary will be responsible for the following:

Establishes and maintains a professional relationship with the public and school site staff.  Provides clerical services appropriate to secretarial position including typing of correspondence, monthly reports, programs and bulletins.  Maintains past and current student transcripts, issues official transcripts to schools, colleges, and other requesting agencies.  Prepares a variety of reports and maintains counseling files including student cumulative records and special education files.  Requests and records transcripts and cumulative records of enrolling students. Up-dates all enrollment information.  Files appropriate cum records and students confidential information.  Assists as office telephone operator and receptionist taking messages for staff, students, etc.  Operates computer, photocopy machine and other various office machines and technology.  Assists in  the coordination of SCOR and other student/staff/parent meetings.  Is recognized as the official “keeper of the student records.”

SUPERVISION RECEIVED AND EXERCISED

The Registrar/Counseling Secretary works under the supervision of the Principal, Assistant Principal, High School Office Manager and the District Office.  Exercises no supervision, and is not required to make policy decisions.

DESIRABLE QUALIFICATIONS

Should possess personal characteristics generally recognized as essential for good public employees, including integrity, initiative, dependability, courtesy, good judgment, and ability to work cooperatively with others.  Represent and support the District in conversation with the public.  General knowledge of high tech computer systems including programs such as: Office 97, word processing, spreadsheet, database, PowerPoint and desktop publication.  Should be able to access and use the Internet to research information and should possess an understanding of e-mail and e-mail attachments for posting and distributing information. Able to accurately input and export information from the District’s computerized SASI Student Records System. 

Education -                              Equivalent to completion of the twelfth (12) grade, possessing high school diploma, GED or equivalent with appropriate training courses in computer applications.

Experience -                            Three (3) years office experience, including one year in a school district preferably experience in guidance or admission records. 

Knowledge -                                           Knowledge of modern telephone systems, voice mail and home calling systems modern office procedures, high tech computer systems including programs such as: Office 97, word processing, spreadsheet, database, PowerPoint and desktop publication.  Should be able to access and use the Internet to research information and should possess an understanding of e-mail and e-mail attachments for posting and distributing information.  Must possess excellent spelling, grammar and writing skills. 

Ability -                   Able to maintain accurate records and reports.  Able to keyboard at a minimum of fifty (50) words per minute corrected.   To perform responsible clerical work with accuracy and speed, learn specific rules, laws, and policies quickly, and to apply them with good judgment in a variety of procedural situations; make arithmetical calculations quickly and accurately; compile and maintain accurate and complete records and reports; understand and carry out oral and written directions; meet the public tactfully and courteously; establish and maintain co-operative and effective working relationships with students and adults.