Secretary to Buildings and Grounds and Student Services

Secretary to Buildings & Grounds, Student Services & Student Records Registrar

Qualifications:

High School Diploma or equivalent required. Excellent computer, record-keeping, and organization skills. Effective communication and interpersonal skills. Ability to work independently, recognize priorities in workload, and shift between tasks as needed. Ability to maintain confidentiality.

Reports To:

Director of Buildings & Grounds and Director of Student Services

Job Goal:
To support the smooth and efficient operation of Student Services & Buildings and Grounds tasks to maximize positive outcomes for stakeholders.

Essential Functions:

Buildings & Grounds Secretary Duties:

• Records buildings and maintenance projects, including records on Life Safety Code work requirements, energy conservation management projects, any other special projects, and work completed.
• Handles correspondence and other documents for the Director of Buildings and Grounds and maintains appropriate files.
• Assists with maintaining Material Safety Data Sheet files and correspondence.

Student Services Secretary Duties:

• Assists the Director of Student Services & Student Services Secretary with implementing district-wide student registration, including student enrollment projections and boundary analysis.
• Assists the Director of Student Services with Magnet school enrollment and maintaining lottery waitlists.
• Compiles, processes, and maintains student information related to centralized student registration.
• Assists in coordinating student requests for transfers.
• Assists in communication with and developing partnerships with local agencies.
• Assists with the processing of expulsion hearings and alternative education requests.
• Maintains records, completes reports, and sustains documents necessary for hearings and alternative education requirements.
• Serves as receptionist in person and by telephone.
• Assists with compiling and distributing payroll information for the office if the Secretary to the Director is absent.
• Assists with completing requisitions for materials and conferences.
• Assists with district registration as needed and assists/supports families who visit the office with their students' needs.

Student Records Registrar Duties:

• Converts paper files to electronic student records.
• Organizes and maintains District electronic student records
• Retrieves and processes student records requests.
• Manages fee collection for student record requests.
• Performs other job-related duties as requested.

General Secretary Duties:

• Maintains liaison with central administration and school offices.
• Composes and distributes memoranda as required or directed.
• Orders, receives, checks, processes, inventories, and distributes materials, supplies, equipment, and mail for the office.
• Manages confidential correspondence generated from and received into the office.
• Manages databases to meet various program requirements and prepares required reports as directed.
• Assists the Director(s) with creating calendars.
• Assists the Director(s) with budget management.
• Performs other job-related duties, as assigned.
• Serves as receptionist in person and by telephone.
• Assists with compiling and distributing payroll information for the office if the Secretary to the Director is absent.
• Assists with completing requisitions for materials and conferences

Classification: C

Terms:

8 hours per day for 261 days in accordance with the Decatur Educational Support Professionals Association (DESPA) collective bargaining agreement.

Evaluation:
Performance of this job will be evaluated in accordance with provisions of the Board's policy on Evaluation of Professional Personnel.

Physical Demands and Working Environment:

• Environment:
  The noise level in the work environment is usually moderate. The job is performed inside under minimal temperature variations and a generally hazard free environment.
• Physical:
  While performing the duties of this job, the employee is regularly required to use motions with their wrists, hands, and/or fingers, including prolonged use of a computer terminal. The employee is frequently required to sit for prolonged periods, see, talk, and hear. The employee is occasionally required to stand and walk. The employee must frequently lift and/or move up to 20 pounds.
• Vision:
  Specific vision abilities required by this job include close vision, depth perception, and the ability to adjust focus with or without correction.
• Hearing:
  The employee is required to hear in the normal audio range, with or without correction.
• Mental Demands:
  While…