Job Title: Registrar/Administrative Assistant Counseling

Exemption Status/Test: Nonexempt

Reports to: Principal Date Revised: 4/3/2025

Dept./School: Springtown Middle School 
Primary Purpose:

Responsible for maintaining student academic records at the campus level under minimal supervision. Process student enrollment, transfers, and withdrawals for the campus. Ensure efficient operation of the counseling office and provide clerical services for the school's administrative staff.

Qualifications:

Education/Certification:

High school diploma or GED

Special Knowledge/Skills:

Proficient keyboarding and file maintenance skills

Ability to use software to develop spreadsheets, databases, and do word processing

Ability to maintain accurate and auditable records

Ability to meet established deadlines

Knowledge of basic accounting principles

Ability to follow verbal and written instructions

Ability to perform a variety of tasks often changing assignment on short notice

Strong and effective organizational, communication, and interpersonal skills

           Basic math skills

Experience:

Skyward Experience (preferred)

Major Responsibilities and Duties:

Records, Reports, and Correspondence

1. Maintain student academic records and process requests for information and transcripts. Process new student records, including requesting transcripts and records from other schools.
2. Coordinate grade reporting process, including verification and correction of grades and preparation and distribution of report cards.
3. Prepare and distribute University Scholastic League (UIL) eligibility lists. 
4. Calculate grade point averages, class rank, and prepare honor rolls.
5. Assist counselors with the enrollment, withdrawals, and transfer of students.
6. Assist campus administration and counselors with the preparation of reports and student data information.
7. Compile, maintain, and file all reports, records and other documents as required.

Other

1. Prepare campus communications, correspondence, forms, manuals, reports, purchase orders, and payment authorizations following district standards and requirements. Prepare instructional materials and as requested.
2. Compile information and submit to central office according to established procedures and deadlines.
3. Compile, maintain, and file all reports, records, and other documents as required. Maintain student records according to established procedures.

Reception and Phones

1. Receive incoming calls, take reliable messages, and route to appropriate staff.
2. Assist students, teachers, and parents as needed.
3. Schedule meetings and appointments and maintain the calendar for the counseling office.

Accounting and Inventory

1. Maintain inventory of fixed assets, equipment, and supplies.

Other

1. Assist with planning, preparation, and setup of faculty meetings and campus activities.
2. Sort, distribute, or deliver mail and other documents.
3. Maintain confidentiality.
4. Follow district safety protocols and emergency procedures.

Supervisory Responsibilities:

None.

Mental Demands/Physical Demands/Environmental Factors:

Mental Demands: Work with frequent interruptions; maintain emotional control under stress

Tools/Equipment Used: Standard office equipment including personal computer and peripherals

Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting

Motion: Repetitive hand motions; frequent keyboarding and use of mouse; occasional reaching

Lifting: Occasional light lifting and carrying (less than 15 pounds)

Environment: May work prolonged or irregular hours

Mental Demands: Work with frequent interruptions; maintain emotional control under stress

This document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.