Administrative Secretary - Registrar Job Salt Lake City area,Utah USA,Administrative/Clerical

Administrative Secretary
- Registrar

The Administrative Secretary
- Registrar provides a wide variety of complex and confidential administrative and secretarial support to the assigned administrator; provides effective communication with parents, students, and school administration; maintains student records and files, assists with required activities in the guidance department, oversees assigned site programs and activities; maintains automated student information system, and ensuring efficient implementation of assigned functions.

Minimum Required Qualifications:

All positions require selected candidates to be fingerprinted and successfully pass a criminal background check. Additional minimum required qualifications for this position are:

High school or equivalent

Minimum of two (2) years of experience as a Secretary or Administrative Assistant

Proficient in Microsoft Office Suite, PowerPoint, Word, Excel, Office 365, and MS Forms

Speak, read, write, and present professionally, analyze, and interpret English written and verbal communications

Ability to operate standard office equipment, computer, phone, copy, and fax machine, etc.

Preferred Qualifications:

These are examples of skills and experience that the best-qualified candidates may have. Not having one or all of them does not disqualify any candidate from consideration.

Experience using Power School, Business Plus, and Kronos

Experience performing standard bookkeeping

Experience maintaining the department website and other public-facing communications

Experience preparing and supporting meetings, taking accurate minutes

Proficiency in another language including the ability to read, write, speak, and understand

Essential Functions & Responsibilities:

Performs enrollment and withdrawal activities on the automated student information system and prepares and maintains permanent student records and cumulative folders for all students to ensure compliance with financial, legal, state, or federal requirements

Reviews established guidelines in evaluating incoming student transcripts to ensure their conformance with district grading, curriculum, and course credit systems

Process a wide variety of documents and materials (e.g., student registration, Title I and other academic processes, etc.) to disseminate information, ensure completion of department processes, and remain in compliance with administrative guidelines and regulatory requirements

Create and maintain a wide variety of manual and electronic documents, files, and records (e.g., grades, transcripts, student data, alumni data, Title I documentation, student enrollment records, etc.) to provide up-to-date information and historical reference under established administrative guidelines and legal requirements for the Guidance office and student records

Prepare a wide variety of reports, documents, and correspondence of a confidential and non-confidential nature (e.g., letters, memorandums, academic forms, periodic and ad-hoc reports, operational procedures, manuals, etc.) to document activities, meet educational requirements, provide written reference, and ensure compliance

Analyze data and research a variety of topics (e.g., current practices, policies, education codes, required enrollment processes, etc.), using basic math calculations, fractions, percentages, or ratios, to provide support and recommendations that address a variety of school sites, district departments, and requirements

Compile data from a wide variety of sources (e.g., student records, calendars, expenditures/budget, internet research, truancy reports, etc.) to prepare reports, make recommendations, and prepare information for the assigned administrator

Supports assigned administrative personnel to assist with academic functions and responsibilities

Work with budgets and maintain accurate financial records and payments for school finances

Assist a variety of departments (e.g., guidance office, etc.) in determining the type of complexity of student services to be offered

Process assigned work activities (e.g., ordering diplomas and certificates, etc.) by prioritizing schedules and assignments, monitoring processes to ensure competition within established guidelines

Communicate effectively with diverse individuals and groups of people while maintaining confidentiality and building positive working relationships with employees, students, and stakeholders

Respond to a wide variety of inquiries from internal and external parties (e.g., administration, faculty, parents, State…