Santa Rosa City Schools SENIOR HIGH SCHOOL TECHNICIAN II BASIC FUNCTION: Senior High School Technicians work as a team and share responsibilities in a variety of areas including the previous positions of School Secretary I, Attendance Technician II, Health Technician II, Registrar and Student Records Clerk. Under direction of a school administrator individuals perform responsible clerical, technical and record-keeping duties as well as provide information and assistance regarding assigned functions. REPRESENTATIVE DUTIES: 1. Receive students, parents, faculty, and the general public; answer telephone and take/transmit messages; give out information; and refer queries to appropriate personnel as necessary. 2. Type from rough draft, copy, notes or oral direction a variety of materials including letters, reports, bulletins, curriculum materials, purchase orders, requisitions, work requests, referrals, and memos. 3. Operate office equipment such as computers, typewriters, adding machines, calculators, and copiers. 4. Sort and distribute school mail. 5. Prepare and maintain reports, records, files and logs. 6. Administer minor first aid to students in the absence of the school nurse. 7. May train, supervise, and/or provide work direction to student assistants or others; review student assistant performances quarterly for grading input. 8. Perform related duties as assigned. MINIMUM QUALIFICATIONS: Possession of a valid First Aid Certificate, CPR Certificate, and additional health care certificate(s) as designated by the District; possession of a valid typing certificate; and any combination of education, experience and training to demonstrate knowledge and abilities listed herein. PRIMARY FOCUS OF SENIOR HIGH SCHOOL TECHNICIANS: Senior High School Technicians are cross-trained and can complete a variety of tasks which could have an area of focus in one or more of the following fields: SCHOOL SECRETARY I REPRESENTATIVE DUTIES: 1. Act as secretary to a school administrator; schedule appointments and screen visitors; take and refer messages for supervisor, teaching staff and students. 2. Provide information to the public by telephone and over the counter regarding school matters. 3. Independently answer routine correspondence not requiring the supervisor’s attention. 4. Maintain student records including cumulative records, health and emergency records, and registration and transfer records. 5. Type from oral directions, rough drafts, copy or notes, a variety of materials including letters, reports, tests, and memos. 6. Telephone and confer with parents regarding matters of student welfare. 7. Administer minor first aid to students in the absence of the school nurse or health technician. 8. Operate duplicating equipment and assist others in duplicating work. 9. May perform bookkeeping duties in the accounting of student funds. 10. Order, receive, distribute and inventory school supplies. 11. Request records on new students and forward records of transferring students. 12. Post information to student records. 13. Provide work direction to clerical assistants and train and supervise student assistants when assigned. 14. Operate office equipment such as adding machines and calculators. 15. Perform related duties as assigned. SKILLS, KNOWLEDGE, AND ABILITIES KNOWLEDGE OF: Modern office practices and procedures, including business correspondence, record keeping and filing systems, operation of standard office equipment, receptionist and telephone techniques, and letter and report writing business English, including vocabulary, correct grammatical usage, punctuation and spelling. ABILITY TO: Perform clerical work with speed and accuracy without immediate supervision; learn, interpret, and apply school rules and regulations; make arithmetical calculations with speed and accuracy; prepare and maintain accurate records and reports; type at a speed of not less than 50 words per minute from clear copy; understand and carry out oral and written instructions; establish and maintain cooperative relationships with students, parents, staff and others contacted in the course of work; take dictation at 65 words per minute. ATTENDANCE TECHNICIAN II REPRESENTATIVE DUTIES: 1. Account for daily attendance of all enrolled students by making and receiving calls or notes of student absence from parents, processing and verifying student absence information from parents and teachers, issuing excuses to students to be absent from classes and issuing admittance slips allowing students to return to classes. 2. Provide secretarial support services, maintain files and appointment calendar for one or more administrators in a high school; type correspondence and reports as directed; maintain office files; coordinate office activities. 3. Enter all attendance, enrollment and change of status information into computer daily. 4. Generate and distribute enrollment reports as required; reconcile and adjust attendance reports before submitting them to district office. 5. Generate and distribute enrollment reports as required; indicate all added and dropped students. 6. Provide student attendance information to staff, parents and authorities as requested. 7. Prepare and maintain student enrollment, attendance and discipline reports, records and files; maintain student class schedule files. 8. Provide work direction for clerical assistants; train and supervise student assistants; supervise students. Review student assistant performances quarterly for grading input. 9. Assist students, staff and visitors at counter as necessary. 10. Prepare and distribute daily absence report after collecting absence lists from teachers. 11. Refer serious attendance problems to administrators for follow up. 12. Order supplies and maintain office equipment in good working order. 13. Type stencils, catalog and supply letters, forms, policies/procedures, rules/regulations relative to discipline and attendance. 14. Operate various duplicating equipment and other office machines. 15. Perform related duties as assigned. SKILLS, KNOWLEDGE AND ABILITIES KNOWLEDGE OF: Office supervision and secretarial skills; oral and written communication skills; modern office practices, equipment and machines; basic mathematics; problem solving, record-keeping techniques. ABILITY TO: Type 45 words per minute; maintain an accurate attendance accounting system; compile statistical data quickly and accurately; establish and maintain an effective relationship with students and adults in person and on the telephone; maintain confidentiality of information; learn to interpret attendance laws and school policies; operate office machines and equipment; plan and organize work; compile and produce reports; work with little supervision; train and supervise student assistants and provide work direction for clerical assistants; deal effectively with parents and students in difficult situations; learn to operate computer terminal; perform routine secretarial duties. HEALTH TECHNICIAN II REPRESENTATIVE DUTIES: 1. Maintain student health, immunization, and emergency medical records; ensure that required records are on file for every student. 2. Record accident and injury information from students and teachers; record all health data in a timely manner. 3. Screen students referred to the health office; administer minor first aid; observe sick students; determine if additional or emergency care is required; refer decisions for emergency or additional care to supervising administrator or district nurse; offer assurance to students until care is available. 4. Notify parents of illness and injuries; talk with parents to give or obtain student health information. 5. Order and maintain health office supplies and equipment; maintain health office in a clean and orderly condition. 6. Prepare and distribute required reports; perform other clerical duties as necessary. 7. May train and provide work direction for student assistants. 8. May provide input to appropriate school official for student assistant grades. 9. Perform related duties as assigned. SKILLS, KNOWLEDGE AND ABILITIES KNOWLEDGE OF: Basic First Aid and CPR procedures and techniques; record-keeping techniques; oral and written communication; student needs and behavior. ABILITY TO: Communicate effectively with students, parents and staff; administer First Aid and CPR; assess emergency situations quickly and calmly; work independently with little or no direction; prepare and maintain records and reports; establish and maintain effective relationships with others; ability to follow oral and written directions; learn school health requirements for students; lift ill or injured students. LICENSES AND CERTIFICATES: Possession of valid California Class 3 Driver’s license; Standard Red Cross First Aid Certificate; current CPR Certificate; willingness to obtain advanced Red Cross First Aid Certificate within six months of employment. REGISTRAR REPRESENTATIVE DUTIES: 1. Maintain permanent records of students’ completed course work, including grades, grade changes, test scores, student deficiencies, and other academic achievements of students; maintain other reports and records as necessary. 2. Register new students; request records of new students from previous schools; reconcile transcripts from other schools to the Santa Rosa City Schools’ system; originate drop or transfer records for departing students. 3. Compute grade point averages; evaluate transcripts; prepare list of senior class rankings and GPAs; prepare diplomas for graduates according to eligibility list provided by counselors. 4. Prepare and send copies of transcripts upon request to schools, colleges, scholarship sponsors and authorities. 5. Verify student information for insurance, employment, scholarships and athletic eligibility; prepare and distribute information as requested by school administrators. 6. Monitor students’ report cards for eligibility for Principal’s Honor Roll and membership in California Scholarship Federation. 7. Provide student record information to students, staff members, parents and the public if permitted by the California Education Code, District policies, and other regulations. 8. Train and provide work direction for clerical assistants and train and supervise student assistants as assigned. 9. Perform secretarial and clerical duties, such as typing and transcribing machine dictation, for Vice Principal as assigned. 10. Perform related duties as assigned. SKILLS, KNOWLEDGE AND ABILITIES KNOWLEDGE OF: Modern office practices, equipment and machines; basic math; record keeping; oral and written communication techniques. ABILITY TO: Type 45 words per minute; maintain confidential information; compile statistical data quickly and accurately; understand oral and written instruction; learn and interpret laws, rules and regulations STUDENT RECORDS CLERK REPRESENTATIVE DUTIES: 1, Assists in student registration including setting up cumulative record folders and obtaining transcripts and other placement information for incoming students. 2. May proctor placement testing of out-of-district students. 3. Enters various student information on prescribed Data Processing forms and interprets reports that are generated. 4. Maintains and updates cumulative record folders and permanent record cards including posting a variety of information such as test scores, attendance, grade and unit changes, rank in class and grade point average. 5. Files or distributes to appropriate personnel a variety of cumulative records, health records, test scores, and previous grade records. 6. Makes and sends copies of transcripts to colleges when requested. Senior High School Technician II (Continued) 7. Maintains/prepares student registry list, mailing list, lists of students assigned to special programs, lists of students eligible to participate in extra-curricular activities. 8. Composes correspondence and prepares reports independently or from written or oral instructions. 9. May train and provide work direction to student assistants or others. 10. May perform secretarial work, not involving dictation, for one or more counselors or other school employees 11. Answers telephone and routes calls to appropriate person. SKILLS, KNOWLEDGE AND ABILITIES KNOWLEDGE OF: Modern office practice procedures; policies and practices specific to the maintenance of student records; correct English usage, spelling, grammar and punctuation; basic math; standard office machines. ABILITY TO: Plan, lay out, and conduct clerical operations requiring effective accountabilities and accurate controls; perform a variety of clerical work involving use of independent judgment requiring speed and accuracy; spell correctly, use correct English and make arithmetical calculations; type 50 words per minute; understand and carry out oral and written instruction; establish and maintain cooperative working relationships with others; operate a variety of office machines including duplicating equipment and computer terminal; interpret rules, regulations, laws and policies. EDUCATION AND EXPERIENCE FOR ALL FOCUS AREAS: Any combination equivalent to graduation from high school including or supplemented by courses in typing, record keeping and office procedures, and three years of clerical and typing experience, preferably one year of which is in a school setting. Some focus areas may require previous experience in a specialized area. WORKING CONDITIONS FOR ALL FOCUS AREAS: School office environment; subject to some verbal abuse from students or parent; constant interruptions. Adopted: June 8, 1982 Revised: January 14, 2003 pl 1/03