Administrative Assistant - School Registrar/Guidance Office

*If Interested please apply at: https://www.applitrack.com/Brentwood/onlineapp/JobPostings/view.asp?FromAdmin=true&AppliTrackJobId=339

Brentwood School District is a highly rated public education system located in the heart of St. Louis County which includes the City of Brentwood and portions of surrounding areas. The district covers just over two square miles, encompassing suburban neighborhoods, major retail areas, and businesses. Just minutes away from the County seat, major universities, parks, and other community resources, Brentwood offers small community charm with big city resources and attractions.

As the “Home of the Eagles,” Brentwood School District offers high-quality programs, resources, and opportunities to adapt to the ever-changing needs of students and families. The district’s five schools collectively enroll more than 800 students who compete nationally with their peers in academics, athletics, and extracurricular activities.

JOB/POSITION SUMMARY: To ensure the smooth and efficient operation of the school office and guidance department by maintaining all student records and handling all inquiries of visitors to Brentwood High School - creating a positive and productive learning and working environment for all.

REPORTS TO: Building Principal

Qualifications

EDUCATION AND/OR EXPERIENCE:

• Associate Degree required
• Experience working in an office environment required

CERTIFICATES/LICENSES:

• None

Terms of Employment

JOB CLASSIFICATION: Classified

SHIFT TYPE: Full time

HOURS PER DAY/WEEK: 220 days, 8 hours/day

SCHEDULE: Determined by the principal based on school day hours

STARTING SALARY: $15.85-$22.53

FLSA STATUS: Non-exempt

BENEFITS ELIGIBILITY: Yes

• Brentwood School District offers its eligible employees a comprehensive benefits package that includes medical, dental, vision, basic life, accident, voluntary life, voluntary long term disability, Flexible Spending Accounts, Employee Assistance Program, and retirement plans.
• Base plans for employee medical, dental, vision, and life insurance are available at NO cost to the employee.
• Additionally, the children of nonresident teachers and eligible employees may enroll in the district without paying tuition when the resident district is not otherwise liable for tuition

ESSENTIAL DUTIES AND RESPONSIBILITIES:
Attendance Duties - Students:

• Inform administration of trending student attendance concerns
• Monitor hourly/daily attendance reporting by all staff
• Receive and initiate family communications regarding attendance matters
• Prepare/maintain daily, monthly, and year-end attendance reports
• Facilitate correspondence with families and staff regarding attendance concerns
• Maintain and communicate the status of attendance contracts, excused/unexcused absences, tardies, extended absence requests, and traveling students attendance conflicts
• Collaborate with school nurse to maintain COVID tracker for symptom reporting and family communications

Registrar Duties:

• Monitor, maintain, and process transcripts and other requests for all current and previous Brentwood students
• Maintain accurate and confidential records of incoming, current, and previous students, including attendance and discipline records
• Facilitate registration process for new students and withdrawal process for transferring students
• Set up tours and shadows for families new to the district or considering a move, connecting them with counselors for additional questions
• Coordinate with Central Office regarding residency waivers, affidavits, leases
• Facilitate initial set up of digital accounts (Parent Portal, lunch accounts, etc.) and provide support for technical issues
• Maintain accurate student records/percentages in student/staff information portal and make census data updates as needed
• Oversee adequate grade reporting - Create and communicate the annual grading timeline according to academic calendar, assist teachers with gradebook issues, monitor discrepancies, and print/mail report cards

Customer Service Duties:

• Contribute to a positive and welcoming school climate by providing personalized attention to visitors, staff, and students
• Maintain confidentiality regarding staff/student information
• Serve as back-up school receptionist
• Communicate effectively with parents, staff, students, and community members
• Provide general support to students, staff and visitors as needs arise

Counselor/College Career Office Duties:

• Compile and complete the guidance department budget in accordance with district procedures and at the direction of the building principal
• Order, process, and receive all purchases and supplies for the Counselor/College Career Office in accordance with district procedures
• Monitor budget balances to ensure appropriate and responsible spending
• Develop schedules, schedule appointments, prepare materials, maintain files, and provide initial/follow-up communication as needed to support the counseling office
• Maintain student’s academic assessment results, distributing as needed to relevant parties
• Facilitate the orientation process and grade reporting for student office aides
• Use various platforms (digital, bulletin boards, announcements, flyers) to communicate up-to-date college events, financial aid and scholarship information, and student job opportunities to students and parents
• Maintain the Counseling/College Career page of the school website
• Assist the College and Career Advisor:
• monitoring and maintaining the digital platform for college admissions, support students with access to the digital platform, and facilitate registered college visits
• organization and preparation of various school events: Senior Awards Night, ACT registration
• A mailings and status reports as needed
• Collect and organize college credit registration forms and permission slips
• Create, update, distribute, collect, and process Community and Alumni scholarship applications
• Maintain files for Special School District records (WIP)
• Create, distribute, collect student post high school information form for seniors
• Monitor Enrolltrack system and provide all documentation to complete student’s South Tech applications
• Create/print student information reports as requested while maintaining confidentiality of all student information
• Distribute and process student work permits, and voter registration forms for students upon request

General Responsibilities:

• Maintain a strong record of attendance
• Attend and participate in district professional development, building staff meetings, and/or other school events as necessary to complete the performance expectations
• Take all necessary and reasonable precautions to protect students, equipment, materials, and facilities
• Maintain reasonable rules of conduct which encourage self-discipline and responsibility
• Complete other duties as assigned by the school principal

Knowledge/Skills/Abilities Required

The requirements described below are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

COMMUNICATION SKILLS:

• Ability to read, analyze, and interpret technical procedures, handbooks, policy books.
• Ability to write general correspondence using correct grammar
• Ability, both orally and in writing, to present information effectively and respond appropriately to questions and concerns from individuals, administrators, parents, and students

MATHEMATICAL SKILLS:

• Ability to work with basic mathematical concepts
• Ability to maintain a balance budget, analyze various budget proposals, determine the funding allocations, defend various budgeting recommendations, and forecast financial needs of the building

REASONING ABILITY:

• Ability to define and solve problems, collect and analyze data, establish facts, and draw valid conclusions.
• Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form and to understand abstract and concrete concepts
• Ability to use available information and prioritize multiple responsibilities and meet various deadlines.

TECHNICAL SKILLS:

• Ability to utilize multiple computer programming systems (Google Suite, email, Canvas, Student/Staff Information Systems, Financial monitoring systems, etc.)
• Proficient with Excel/Google Sheets, Microsoft Word/Docs, and Microsoft PowerPoint/Google Slides
• Use of basic office equipment - copier, fax, phone system, security system, intercoms

OTHER SKILLS AND ABILITIES:

• Ability to perform duties with awareness of district requirements
• Ability to balance multiple tasks, while prioritizing to meet deadlines

PHYSICAL REQUIREMENTS:

• The employee must speak, talk, see, hear, and sit for long periods of time on a regular basis
• The employee is occasionally required to climb, stoop, kneel, crouch, or crawl
• The employee must occasionally lift and/or move up to 50 pounds
• Specific vision abilities required by this job include close vision, distance vision, peripheral vision, and the ability to read small print
• The employee must frequently bend, reach above the head, as well as forward, and use fine motor skills.

ENVIRONMENTAL CONDITIONS:

• The noise level will vary depending on the daily activity. The office setting is typically quiet, but with occasional presence in the cafeteria and/or school assemblies, the noise level is moderate to very loud
• The employee must have the ability to work in potentially high stress situations, with frequent engagement with various stakeholders
• The employee must be able to work on a computer the majority of of the work day

EOE. Brentwood School District is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, gender, gender identity, sexual orientation, national origin, age, veteran status, mental or physical disability, or any other basis prohibited by statute in its programs and activities. If you have special needs addressed by the Americans with Disabilities Act (ADA) or for assistance with any phase of the application process, please contact the Office of Human Resources at (314) 962-4507 x. 6016 or RelayMO711 or 1-800-735-2966.

Job Type: Full-time

Pay: $16.99 - $26.89 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person

Salary : $16 - $23