Guidance Secretary/Registrar

**This position is 8 hours/day and 212 days/year.

**This position is located in Wright, Wyoming.

Purpose Statement

The job of Guidance Secretary/Registrar is done for the purpose/s of completing student enrollment and course creditation from other institutions; maintaining accurate student records; providing a variety of reports and reference materials; providing clerical support to the guidance office; and ensuring

compliance with district, state and federal guidelines.

Essential Functions

• Communicates with a variety of persons and/or agencies (e.g. other schools/districts, colleges, employers, students, staff, parents, military, etc.) for the purpose of providing information on transcripts and a variety of enrollment and graduation issues.
• Compiles student records (e.g. birth certificates, transfers, immunization, credits, student grades, etc.)for the purpose of meeting state, federal and/or district requirements.
• Ensures accuracy of attendance records (e.g. verification of forgeries, truancies, etc.) for the purpose of providing up-to-date reference and audit trail for compliance.
• Evaluates transcripts for incoming students, both domestically and foreign, for the purpose of determining credits allowed and comparability of course titles.
• Maintains a variety of student records and files (manual and computer) (e.g. report cards, failure letters, correspondence, permanent cumulative records, scholarship, etc.) for the purpose of documenting and/or providing reliable information.
• Maintains a variety of information, files and records (e.g. rosters, daily student attendance, periodic reports, locker and lock lists) for the purpose of providing an up-to-date reference and audit trail for compliance.
• Monitors assigned district activities and/or program components (e.g. class ranking, permanent record tracking and storage, report card issuance, etc.) for the purpose of ensuring compliance with financial, legal and/or administrative requirements.
• Operates automated student attendance system and other software as needed for the purpose of accurate tracking and documentation of student attendance information.
• Performs enrollment and withdrawal activities (e.g. sets up permanent cumulative records, requests transcripts from other schools, interpreting transcripts, updating automated student information system, etc.) for the purpose of ensuring compliance with financial, legal, state or federal requirements.
• Prepares a variety of reports and written materials (e.g. master schedule, student class schedules, state reports, class rankings, grade checks, memos, letters, handouts, periodic reports, work orders, field trip lists, etc.) for the purpose of conveying information and meeting state, federal and/or district requirements.
• Processes a variety of documents and materials (e.g. transcripts and transcript requests, teacher record books, enrollment/withdrawals, student data, credits from other institutions, etc.) for the purpose of disseminating information to appropriate parties.
• Researches discrepancies of attendance information and/or documentation (e.g. scantrons, absence notes, passes, etc.) for the purpose of ensuring accuracy and adherence to procedures prior to processing for action.
• Responds to inquiries for the purpose of providing information and/or direction.
• Reviews established guidelines in evaluating incoming student transcripts for the purpose of ensuring their conformance with district grading, curriculum and course credit systems.
• Supports the guidance office and assigned administrators and building certified staff for the purpose of ensuring all assigned building operations are appropriately planned and maintained.

Skills, Knowledge and Abilities

SKILLS are required to perform multiple tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skill based competencies required to satisfactorily perform the functions of the job include: applying pertinent codes, policies, regulations and/or laws; operating standard office equipment; performing standard clerical procedures; preparing and maintaining accurate records; keyboarding; and utilizing pertinent software applications.

KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and understand complex, multi-step written and oral instructions. Specific knowledge based competencies required to satisfactorily perform the functions of the job include: concepts of grammar and punctuation; office methods and equipment; legal procedures, policies, and regulations related to student enrollment and confidentiality of student records.

ABILITY is required to schedule activities and/or meetings; routinely gather, collate, and/or classify data; and use basic, job-related equipment. Flexibility is required to work with others; analyze data utilizing defined but different processes; and operate equipment using standardized methods. Ability is also required to work with a diversity of individuals and/or groups; work with data of widely varied types and/or purposes; and utilize job-related equipment. Problem solving is required to identify issues and create action plans. Problem solving with data requires independent interpretation of guidelines; and problem solving with equipment is limited. Specific ability based competencies required to satisfactorily perform the functions of the job include: being attentive to detail; communicating with diverse groups; meeting deadlines and schedules; working under time constraints; and

maintaining confidentiality and working with frequent interruptions.

Responsibility

Responsibilities include: working under direct supervision using standardized procedures; providing information and/or advising others; utilization of some resources from other work units may be required to perform the job's functions. There is a continual opportunity to have some impact on the organization’s services.

Work Environment

The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling, and significant fine finger dexterity. Generally the job requires 70% sitting, 20% walking, and 10% standing. The job is performed in a generally hazard free environment.

Experience: Job related experience is desired.

Education: High School diploma or equivalent

Other Functions

Assists other personnel, as may be required, for the purpose of ensuring an efficient and effective work environment. Monitors students referred for illness for the purpose of ensuring their safety and welfare as assigned.

Required Testing Certificates and Licenses

Continuing Educ. / Training Clearances

Criminal Justice Fingerprint/Background Clearance