High School Secretary​/Registrar

High School Secretary

Position Purpose Under the direct supervision of the High School Principal, provide a wide variety of complex and confidential administrative and secretarial support, communicating information to school district employees, students, parents, and others as required, and assist in ensuring compliance of department/program activities with legal, administrative and District policy requirements. Process student enrollment, transfers, and withdrawals for the campus.

• Compose documents (e.g., correspondence, bulletins, reports) for Department Head or other departmental staff to request or provide information, confirm events, etc.
• Prepare, copy, and distribute notices, memoranda, or other correspondence to inform school employees, students, parents, and others regarding activities, events, or work‑related matters.
• Assist in coordinating departmental activities and functional responsibilities related to subject areas under departmental oversight.
• Attend departmental and related meetings as assigned to convey and/or gather information required to perform functions.
• Assist in maintaining the daily/weekly/monthly calendar of the High School Principal to coordinate scheduling of work‑related appointments, activities, and meetings.
• Assist in planning and scheduling department events and activities, and maintaining the calendar of department events.
• Assist in overseeing the workload of the High School Principal to maximize efficiency and meet operational requirements.
• Assist in maintaining documents, files, and records to provide an up‑to‑date reference and audit trail for compliance.
• Answer telephone calls and provide information and assistance to callers.
• Serve as liaison with outside organizations related to department activities and work.
• Maintain student academic records and process requests for information and transcripts; process new student records, including requesting transcripts and records from other schools.
• Coordinate grade reporting processes, including verification and correction of grades and preparation and distribution of report cards.
• Assist counselors with the enrollment, withdrawals, and transfer of students.
• Coordinate the ordering and distribution of all graduate materials, including caps, gowns, and diplomas.

Performs other related duties, as assigned, for the purpose of ensuring the efficient and effective functioning of the department.

Uses standard office equipment such as personal computer, copy machine, fax machine, and telephone.

Limited travel to and from meetings may be required.

• Ability to describe problems and work orally or in writing to supervisors as required.
• Ability to establish and maintain cooperative working relationships with others contacted in the course of work.
• Ability to carry out instructions furnished in written or oral form.
• Ability to add, subtract, multiply, and divide, and perform arithmetic operations as needed for the position.
• Ability to understand, apply, and use personal computers and software applications (e.g., Word, Excel, PowerPoint, the Internet, Outlook, electronic mail).
• Ability to problem‑solve job‑related issues.
• Ability to work with a diverse group of individuals.
• Ability to process paperwork accurately according to standardized procedures.
• Ability to maintain confidentiality of information regarding students, employees, and others.
• Organizational and time‑management skills.
• Knowledge of office management procedures.
• Knowledge of laws and regulations, District policies and procedures, principles, guidelines, and best practices related to the department (e.g., Pupil Services, Human Resources, Facilities and Business).

• Works in standard office and school building environments.
• Ability to work outdoors during outdoor student activities. See the Summary of Physical, Sensory and Environmental Requirements Needed to Perform Essential Job Duties for this position.

• Graduation from high school.
• College‑level coursework in business, word processing, and office procedures preferred.
• Associate's or Bachelor's degree preferred.
• Successful experience with office management in a related area preferred.

Non‑exempt