Admin

School Secretary

TITLE: SCHOOL SECRETARY/OFFICE ASSISTANT, REGISTRAR, ADMISSIONS, & ENROLLMENT


QUALIFICATIONS

  1. Degree in communication, information technology, education, or another field related to the job duties

  2. Three years of experience that is directly related to the duties and responsibilities specified

  3. Demonstrated knowledge of admissions, enrollment, and student records for an educational organization

  4. Knowledge of student retention issues, as well as the federal and state law, administrative rules, and Board policy regarding student records

  5. Knowledge of admissions standards

  6. Knowledgeable about word processing, databases, spreadsheets, and reports

  7. High level of competence in typing, filing, and general computer knowledge

  8. Demonstrated proficiency in data processing and use of automated office equipment and software packages

  9. Ability to gather and analyze statistical data and generate reports through the school Learning Management System (LMS)

  10. Skill in organizing resources and establishing priorities

  11. Good telephone skills and ability to communicate politely and effectively  

  12. Strong communication and interpersonal skills with students, staff, and the general public

  13. Excellent organizational skills

  14. Self-motivated

  15. Able to work under pressure and deadlines

  16. Maintain confidentiality of staff and students


PRIMARY RESPONSIBILITY TO

Building Principal

 

JOB SUMMARY

To assist the building principal in the efficient operation of the school so a maximum positive impact can be made on the education of secondary school students.  To carry out all secretarial and clerical duties necessary for the smooth and efficient operation of the office.  To provide information about the school leading to the enrollment of students and maintenance of student records.


MAJOR DUTIES AND RESPONSIBILITIES

Interacting with Students & the Public

  1. Receive and route incoming calls and correspondence in a timely and positive manner

  2. Arrange meetings, prepare agendas, and handle followup activities as necessary 

  3. Assist, login, and direct visitors to the school in a timely and polite manner

  4. In the absence of a school nurse, administer medications to students according to school policy 

  5. Supervise students in emergency situations, attend to ill or hurt students in the absence of a school nurse, and administer basic first aid and contact parents as instructed 

  6. Organize daily announcements and direct students to complete the task

  7. Schedule appointments and conferences as requested 

  8. Register students and set up permanent records entering student demographics and all other needed information 

  9. Issue lockers and maintain records of the same 

  10. Initiate the task to process midterm reports and report cards   

  11. Initiate the development list for honor roll students   

  12. Compile diploma list for graduation and make arrangements for graduation 

  13. Order and compile all awards as requested by the building principal

  14. Organize and lead the process in mailing transcripts to colleges and universities and in providing verifications for jobs and social security 


Registration & Admissions

  1. Organize and perform admissions and registration   

  2. Review and compile student admission applications and related documents 

  3. Meet with newly enrolled students and parents in person or on the phone to review forms and explain the enrollment and planning process 

  4. Assist with the collection of all paperwork by responding to specific questions during the form completion process, and follow up on missing forms until the file is complete 

  5. Review, compile, and update student credentials needed for admissions status, and monitor the progress of applicants 

  6. Set objectives for the district's admissions program and assist with an annual budget when assigned 

  7. Coordinate the preparation and distribution of school publications pertaining to admissions and enrollment 

  8. Assist in all admissions special events such as an open house, career day, orientations, and high school tours, as assigned 

  9. Communicate and cooperate with school guidance counselors (or other similar positions) to assist students.

  10. Respond to requests for public information about the district's admissions and enrollment policies and programs 

  11. Speak at public meetings and with groups of students and teachers on matters related to the district's admissions programs and policies as requested by the building principal and/or superintendent 


Reports and Records

  1. Maintain accurate enrollment and attendance records for various reports and forward to the district clerk as needed 

  2. Send student records as requested by schools and promptly request newly enrolled student records from other schools 

  3. Be responsible for maintaining accurate teacher and student accounts, including receipting, counting, and depositing all money received 

  4. Prepare such documents as reports, staff duty rosters, correspondence, and handbooks

  5. Maintain employee records, such as absences, and submit to the district office monthly 

  6. Assist the administrative team as needed with such duties as creating charts, record requests, and typing 


Record-Keeping

  1. Develop and maintain recordkeeping systems and procedures 

  2. Oversee grade and transcript processing 

  3. Coordinate academic information for graduation clearance 

  4. Maintain academic records, verify enrollment, coordinate graduation, and implement applicable student policies in accordance with accreditation standards and federal and state law, administrative rules, and Board policy pertaining to privacy   

  5. Compile statistical information and prepare reports in the school learning management system (LMS)

  6. May monitor academic standing, coordinate probation and suspension actions and administer the dean's lists  

  7. Resolve problems regarding the management of student records  

 

Miscellaneous Office Tasks

  1. Call and schedule substitute teachers and assist in their sign-in/out process 

  2. Maintain a well organized, up to date filing system 

  3. Operate equipment, such as computers, copiers, intercom systems, calculators, laminators, telephone systems, and scanners 

  4. Train new staff and student office aides on the equipment listed in #3 above

  5. Process all purchase orders and send to the district office for supplies to be ordered   

  6. Keep track of expenditures on account encumbrance sheets 

  7. Order, distribute and inventory school supplies 

  8. Maintain records of all fines during the school year 


Other

  1. Exercise administrative authority and perform such tasks as may be delegated by the building principal   

  2. Maintain and organized and efficient office space that is aesthetically pleasing to reside 

  3. Assist the accounts payable clerk as needed 

  4. Keep immediate supervisor informed of activities and any issues that may arise 

  5. Attend faculty meetings as required 

  6. May lead, guide, and train staff, students, interns, and volunteers performing related work 

  7. Advise students, parents, and faculty on academic advising procedures, as well as financial aid policies, procedures, and eligibility requirements 

  8. Coordinate the grade petition process, and respond to inquiries concerning academic performance 

  9. Provide special program certifications, as appropriate 

  10. May coordinate the acceptance and receipt of fees 

  11. Provide administrative support, which may include scheduling meetings and events, maintaining various office files, initiating and drafting correspondence, and other related duties 

  12. Assume responsibility for his or her continuing professional growth and development by attendance at in-services or trainings 

  13. Seek assistance should emergencies arise

  14. Represent the school district in an exceptionally positive manner

  15. Know and follow school district policy and chain of command and organization chart

  16. Perform other duties as assigned

 

EVALUATION

Performance of this position will be evaluated annually by the building principal in conformance with federal and state law, administrative rules, and Board policy.


TERMS OF EMPLOYMENT

This position shall be considered in all respects “employment at will”.  The “employment period” and other descriptions and terms set forth in this job description shall not create a property right for the employee.  These are set forth only to advise the employee of when and what type of services will be required by the district so long as the employment continues.


NOTE

All certificated and non-certificated employees and other individuals are required to undergo a criminal history check and submit to fingerprinting.  Any applicant convicted of any of the felony crimes enumerated in Section 33-1208, Idaho Code may not be hired, and any applicant convicted of any felony offense listed in Section 33-1208(2), Idaho Code shall not be hired.


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