High School Secretary (10 Month) - 25/26 SY

Spotsylvania County Public schools is seeking an Office Secretary to provide support to administrators within an assigned department (Office, Counseling, Attendance, Data Entry) at Chancellor High School. As a member of the school’s administrative support team, this role may also assist with any projects or tasks related to the goals, objectives and programs of the division, school building and/or department assigned.

Essential Job Functions:

General:

• Maintains excellent customer service while managing the flow of students, staff and parents through a bustling counseling office in a thoughtful and courteous manner
• Updates and maintains student record management system; maintains accurate sign-in book for visitors of a specified department
• Organizes the flow of correspondence and other pertinent data, establishes and maintains a filing system that provides for the efficient operation of the department while maintaining confidentiality
• Serves as back-up to other department secretaries as necessary
• Performs other duties as assigned by School Administration

Office/Attendance/Data Entry:

• Assists with morning tardiness reports and late bus sign in sheets; records and reports tardies, absences and prepares the daily attendance report to staff in a timely manner
• Prepares and distributes student information for Business Day; assists parents with any questions regarding classes, transportation, records, etc.
• Completes registration processes for new students, ensuring accuracy and compliance with SCPS policies and procedures; informs appropriate staff of student needs (i.e. IEP, 504, ESOL, Scope) as identified/recorded
• Accurately records student enrollment information; tracks and compiles information for the Student Record Collection for the State of Virginia
• Manages the summer school enrollment process to include collecting student information, mailing letters, entering data, tracking responses (by phone, email, form and drop-in)
• Processes alumni/former student transcript/records requests and education verifications
• Prepares (organizes, packages, labels) for the transfer of files between departments/offices
• Ensures a student's future school assignment is correct; assists counselors with course requests and various applications
• Leads the report card process by providing instructions to teachers, assisting teachers with any grade questions, ensuring deadlines are met and that report cards are accurate and uploaded (and/or printed by request) on time
• Prepares and submits end of year reports of dropouts and student retention
• Assists parents with myriad requests for information or assistance including McKinney-Vento requirements, kinship care, emergency contacts, custody documents, homebound medical services, special permission student transfers; prepares forms/letters for parents for taxes, passports, social security cards, homeschool, free/reduced lunch
• Prepares, produces, and makes appropriate distribution of all correspondence, including letters, handbooks, memoranda; reports, recommendations, notices, orders, requests, schedules, etc and any other necessary informational items
• • o End of year achievement certificates for students receiving awards for Perfect SOLs, President’s Award, Teacher Awards, Perfect Attendance, Citizenship Award, Honor Roll
• Prepares select reports and records in compliance with SCPS and the State of Virginia policies and procedures
• Completes disability claims, social security forms, and Department of Aging and Rehabilitative Service forms for current and former students
• Notifies parents of appointment of Guardian Ad Litem (GAL); provide records in a timely manner, facilitate meetings with students
• Ensures timely registration and accurate data entry for students in the Foster Care System
• Provides appropriate assistance to DSS, County Deputies, CPS, Probation Officers and other members of law enforcement
• Monitors student aides, as necessary

Click here to read the full Job Description for this role.

Education and Experience:

Required

• High School Diploma or GED
• Two (2) years of experience in an administrative role, ideally within the Education industry

Preferred

• Associate’s Degree in Business Administration or related field

About Spotsylvania County Public Schools:

Comprised of 31 schools and home to a diverse student population of over 24,000, Spotsylvania County Public Schools is one of the largest School Divisions in the Commonwealth of Virginia.

The financial benefits of working for Spotsylvania County Public Schools include a competitive salary, monthly PTO accrual, robust healthcare benefit plans, enrollment or transition into the Virginia Retirement System (VRS) with defined contributions and potential employer match, FMLA and Short-Term Disability leave, Tuition Reimbursement, Employee Assistance Programs (EAPs), and employer paid Life Insurance.

To learn more about Spotsylvania County Public Schools, please visit our website at https://www.spotsylvania.k12.va.us/.

Employment Terms: Employment is offered as an 10-month (190 Day) contract, at a minimum of 7.5 hours worked daily. This position is evaluated annually.

Benefits Eligibility: Eligible

Together, we prepare our students for their future. We look forward to welcoming you to the #WeAreSpotsy team.

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Spotsylvania County Schools is an Equal Opportunity Employer and committed to non-discrimination in the workplace. Criminal record and background checks will be completed after an offer is made.

A workplace that values unique perspectives, fosters belonging, and ensures opportunities for all to thrive.