Principal Secretary​/Bookkeeper & Registrar

JOB TITLE: Principal Secretary/Bookkeeper & Registrar

LOCATION: Alice Terry Elementary

WORK YEAR: 200 Days

SCHEDULE: 40 hours per week, Monday–Friday, 7.5 hours per day

WORK STATUS: Classified, Hourly, Non-Exempt

REPORTS TO: Principal

The Principal Secretary/Bookkeeper & Registrar is responsible for providing comprehensive administrative, financial, student records, enrollment, health office, athletic, and school operations support at Alice Terry Elementary.

This position serves as a key administrative resource to the Principal, school staff, students, parents/guardians, and community members. Responsibilities include school bookkeeping and financial transactions; enrollment, withdrawals, student records, transcripts, and student information systems; attendance and scheduling support; athletic and activity account support; purchasing; special event coordination; communication; and general school office operations.

The position requires a high degree of confidentiality, organization, accuracy, customer service, and the ability to manage multiple responsibilities while responding effectively to the daily needs of students, families, staff, and school administration.

• Provide administrative and secretarial support to the Principal and school administration.
• Greet students, parents/guardians, teachers, staff, and visitors and maintain a welcoming, professional, and orderly office environment.
• Answer, screen, and route incoming telephone calls; take and distribute messages as appropriate.
• Compose, type, distribute, and mail correspondence, reports, forms, documents, notices, and other school communications.
• Maintain office files, records, meeting minutes, committee records, handbooks, emergency documents, and other administrative records.
• Maintain and update staff, student, and emergency handbooks and related school documents.
• Communicate website updates and other required information to the district technology team.
• Maintain and program bell schedules, master clock systems, copier codes, and other office systems.
• Maintain records and documentation related to summer maintenance work orders.
• Maintain teacher classroom inventory and teacher checkout records in accordance with district procedures.
• Assist office staff in maintaining coverage and responding to the daily needs of students, families, and staff.
• Provide oral and written Spanish/English translation and interpretation as needed.
• Maintain confidentiality of student, employee, financial, health, and other sensitive information.
• Provide administrative support for school meetings, events, conferences, field trips, and other activities.
• Serve as back-up health clerk, as needed.
• Perform other related duties as assigned or requested.

• Manage the student enrollment process, including enrollment of new students, collection and verification of required documentation, student records, and withdrawals.
• Collect choice enrollment forms, submit applications to Administration, prepare acceptance correspondence, and maintain District and Office Choice Enrollment spreadsheets.
• Enroll new students by collecting district-required enrollment documentation and assisting parents/guardians with Parent Portal and Infinite Campus.
• Process records requests for newly enrolled students by contacting previous schools and obtaining official student records.
• Coordinate with other school registrars regarding students transferring into and out of the district.
• Process student withdrawals, notify appropriate staff, and send official records to receiving schools in accordance with district procedures.
• Maintain complete, accurate, and confidential cumulative student records.
• Maintain student demographic, enrollment, attendance, behavior, academic, credit, and other required information in Infinite Campus.
• Ensure student and parent/guardian information is accurate in Parent Portal and Infinite Campus.
• Assist parents/guardians with Parent Portal account setup and password resets.
• Input grades and credits for newly enrolled students.
• Update transcripts by posting grade changes, new grades, credit recovery coursework, and other academic information.
• Prepare official transcripts and student records for colleges, universities, vocational/trade schools, other educational institutions, and authorized agencies.
• Process authorized student record requests in accordance with district policies and applicable…