Elementary School Secretary/Registrar

Gravette School District

Position Description

Position Title: School Secretary/Registrar

Department: Elementary

Reports To: Principal

Evaluated By: Principal

SUMMARY: Serves as secretary to the principal and as facilitator for the school/public being served in communicating information, problem solving, record keeping, registration, and scheduling.

ESSENTIAL DUTIES AND RESPONSIBILITIES: Other duties may be assigned. (NOTE: duties may vary according to building level and according to distribution of duties among multiple secretaries. Additional duties may be assigned.)

• Communicates regularly with various internal and external publics to develop and maintain a positive school/community relationship.
• Makes and receives telephone calls, takes messages, routes calls.
• Maintains school records and files for the building and principal.
• Greets visitors.
• Responds to inquiries from students, teachers, parents, and community.
• Compiles and submits a variety of daily, weekly, monthly, or yearly reports, as assigned.
• Types, prepares, distributes, and files records, reports, correspondence, mailings, etc. related to building functions and principal needs.
• Orients substitute teachers and processes substitute attendance for payroll.
• Processes staff attendance for payroll.
• Takes/transcribes notes for correspondence.
• Provides appropriate first aid needs in the absence of the school nurse; administers medication according to policy and regulations in the absence of the school nurse.
• Schedules use of the building.
• Operates standard office equipment.
• Performs maintenance of student scheduling and master schedule.
• Performs registration of students and data entry of student information.
• Acquires transportation information for new students and makes updates as needed.
• Maintains school office website and communications with email distribution lists.
• Attends professional development training as scheduled.
• Cross train and perform duties as necessary in the absence of the school purchasing secretary.  (Copy of school purchasing secretary job description is available separately.)

SUPERVISORY RESPONSIBILITIES: None.

QUALIFICATION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE:

High school diploma or equivalent. Some college preferred.

LANGUAGE SKILLS:

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of people.

MATHEMATICAL SKILLS:

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

REASONING ABILITY:

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

OTHER SKILLS and ABILITIES:

Ability to type adequately and efficiently. Ability to operate a personal computer and related software. Ability to get along with other people. Patience in dealing with parents and students. Ability to develop effective working relationships with students, staff and the school community. Ability to communicate clearly and concisely, both orally and in writing. Ability to perform duties with awareness of all district requirements and Board of Education policies. Ability to maintain confidentiality.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to stand, walk, and sit. The employee is occasionally required to stoop, kneel, crouch, or crawl. The employee occasionally lifts and/or pushes up to 50 lbs. Specific vision abilities required by this job include close vision, distance vision, and depth perception.

WORK ENVIRONMENT: The work environment characteristics described here 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.

The noise level in the work environment may vary from quiet to noisy.