Secretary III Middle School Registrar

Selection for interview is based on evaluation of complete application file. Hourly rate placement contingent upon verification of related WA public school experience.

This position is included in the classified staff non-supervisory bargaining unit. Union shop requirements and the Collective Bargaining Agreement apply to this position.
Employment contingent upon completion and verification of form information and background check with fee to be paid by applicant.

Pay for contracted classified employees is distributed once/month on the last business day of the month. Pay for employees who work less than full year is spread through August. Questions concerning pay processes may be directed to the Personnel Office.

2 Positions Open - Pooled Applicants - 1 position at Mount Baker Middle School and 1 position at LaVenture Middle School

Classified Personnel

Job Description: Secretary III Registrar (Middle School)

Responsible to: Middle School Counselors Building and Assistant Principals

Work Year: 216 Days; 8.0 hours/day

General: Compile maintain and transmit confidential student records. Produce and distribute grade reports and transcripts. Manage new student information. Communicate with parents students certificated staff classified staff and registrars from other schools concerning student records and enrollment.

Minimum Qualification:

• Must possess High School diploma or equivalent; A.A. degree preferred.
• Three (3) years of related secretarial experience desirable.
• Bilingual skills desirable.
• Experience with WESPac student systems desirable.
• Ability to demonstrate typing and word processing skills. Must be competent with computer word processing and other standard office equipment with knowledge of Microsoft Office package and Google applications.
• Ability to obtain First Aid/CPR certification.
• Ability to complete reports in a timely and accurate manner.
• Ability to work independently and as a team member.
• Ability to respond to the changing needs of the work place.
• Ability to function in a calm efficient fair and courteous manner with frequent interruptions and exercise careful judgment diplomacy and tact in the performance of duties and assignments.
• Ability to process student and personnel information in a confidential manner.
• Ability to establish and maintain effective public relations with other employees students and the public.
• Ability to prioritize work and perform job function with minimal supervision.
• Ability to maintain consistent presence at assigned worksite and regularly work hours specified under contract.

Position Responsibilities:

• Enroll new students request immunization forms and records from previous schools; enter data into computer; generate reports as needed. Maintain records of current students on computer; update data and ensure that records are current and accurate. Maintain information on students who are enrolled in special District programs or individual student programs. Initiate and maintain student cumulative files.
• Initiate monitor and supervise grading systems activities. Receive and maintain completed sheets and verify accuracy; request print distribute and file official report cards. Create and produce custom reports from data processing system and Excel as requested by teachers counselors or administrators. Post student activities awards and test results to permanent records. Create establish and maintain master schedule and course coding for scheduling; produce reports as requested.
• Ensure that student information on the WSIPC system is accurate. Update addresses telephone numbers and parent name changes.
• Withdraw students initiate and gather all final grades fees and fines. Input fees and fines into Skyward; forward student records to requested school.
• May gather and enter discipline activity into data processing system; create maintain and share Google calendar for discipline issues; create and produce custom Excel discipline reports for administrators counselors security and ISS. Prepare related correspondence.
• May provide healthroom coverage and/or assistance; create and record student health issues; daily monitor administer and provide accurate recordkeeping of authorized medications administered to students.
• Assist with entering cash receipts generating reports for staff and preparing cash deposits in keeping with cash handling procedures.
• Assist in the management of ASB budgets account codes and purchase orders.
• Perform routine office functions including taking telephone messages assisting counselors with student records obtaining schedules for students and working with the public and staff.
• Prepare correspondence and update office forms as necessary.
• Provide student system support to staff upon request.
• Perform such other duties as from time to time may be assigned.

Supervisory Responsibilities:

• Coordinate supervise and review the work of student assistants.

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; AA degree preferred. Three (3) years of related secretarial experience desirable.

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 parents staff and students. Bilingual skills desirable.

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:
Demonstrated ability to operate a personal and mainframe computer and related software. 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.

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 almost continuously required to sit and talk or hear. The employee is occasionally required to walk and stand. The employee is occasionally required to reach with hands and continuously repeat the same hand arm or finger motion many times as in typing. Specific vision abilities required by this job include close vision depth perception and the ability to adjust focus.

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 is acceptable to this particular environment. However the noise level can vary depending upon daily activity but will still remain within the acceptable noise level range. The employee continuously is interacting with the public staff and students. The employee frequently will be required to meet multiple demands from several people.

The information contained in this job description is for compliance with the American with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.