Secretary - Sr Records CS

Records Secretary

This position is responsible for documenting and/or providing reliable information about student records; ensuring accuracy of information; and providing information and/or direction.

To perform this job successfully, an individual must be able to perform each essential duty/function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Job Tasks Descriptions
- Frequency - % of Time

• Assists with district information systems (e.g. data entry, staff training, etc.) for the purpose of assuring that systems are being used correctly. Inputs, validates, and maintains student records.
  
  - D - 5%
• Designs and maintains reports and labels for the purpose of fulfilling requests made by counselors, teachers, colleges, and military. Ensures file maintenance is up-to-date and in compliance with state and federal regulations.
  
  - D - 10%
• Develops district reports (e.g. attendance, membership, etc.) to provide information to the state and school district. Composes a wide variety of documents (e.g. correspondence, agendas, minutes, bulletins, reports, etc.) to communicate information to school and district personnel, the public, state officials, etc.
  
  - W - 10%
• Maintains student database (e.g. inputting student drops/enters, promotions, demotions, etc.) to ensure the ability to provide the most up-to-date and accurate data.
  
  - D - 20%
• Maintains a variety of student records (e.g. grades, transcripts, student files, documents, cumulative cards, inactive files, demographics, etc.) to document and/or provide reliable information.
  
  - D - 20%
• Prepares written materials (e.g. reports, memos, letters, transcripts, report cards, etc.) to document activities, provide written reference, and/or convey information.
  
  - W - 5%
• Processes requests from students, other districts, colleges/universities, and/or employment agencies (e.g. transcripts, job verification, etc.) to provide required information.
  
  - D - 10%
• Research discrepancies for the purpose of clarifying student graduation status and ensuring the accuracy of information.
  
  - W - 5%
• Responds to inquiries from internal and external parties and communicates with staff, other schools, and general public in person, on the phone, by email or, written correspondence to provide necessary information (e.g. attendance letters, report cards, etc.). Answers phone calls, emails, etc. to communicate and provide necessary information.
  
  - D - 10%
• Assists with other administrative/secretarial work to support the efficient operation of the office and school.
  
  - As needed - 3%
• Performs other duties as assigned
  - Ongoing - 2%

Education and Related

Work Experience:

• High school diploma, or equivalent, required
• No experience required, but experience in an office setting or clerical work, preferred

Licenses, Registrations or

Certifications:

• Criminal background check required for hire.

Technical Skills, Knowledge, & Abilities:

• Strong oral and written communication skills
• Strong organizational skills
• Adapts easily to changing work standards
• Critical thinking and problem-solving skills
• Attention to detail
• Ability to schedule meetings, activities, or trainings as they relate to the job
• Ability to use pertinent software applications, manage and maintain accurate records, and plan and manage projects
• Ability to maintain confidentiality in all aspects of the job
• Ability and willingness to adhere to attendance expectations and to follow district procedures for absence reporting
• Ability to promote and follow Board of Trustees policies, District policies, and building and department procedures
• Ability to communicate, interact, and work effectively and cooperatively with all people including those from diverse ethnic and educational backgrounds
• Ability to recognize the importance of safety in the workplace, follow safety rules, practice safe work habits, utilize appropriate/required safety equipment, and report unsafe conditions to the appropriate administrator

Materials and Equipment Operating Knowledge:

• Operating knowledge of and experience with personal computers and peripherals
• Operating knowledge of and experience with typical office equipment, such as telephones, copier, fax machine, etc.
• Operating knowledge of and experience with office productivity programs, such as Microsoft Office Suite, E-mail, etc.
• Operating knowledge of and experience with district information technology systems and department-specific software and equipment required within 3 months after entering position

Reporting Relationships & Direction/Guidance:

Position Title:

Reports to
- Principal

Position Title - # of Employees:
Direct reports
- This position has no direct reports

Budget and/or Resource Responsibility:
This position has no budget responsibility

Physical Requirements &

Working Conditions:

The physical demands, work environment factors, and mental functions are representative of those that must be met by an…