Secretary - K-12 Registrar

JOB TITLE:  WOA School Secretary (Principal/Registrar)

FLSA CLASSIFICATION:  Non-exempt, hourly employee.

WORK DAYS:  210 days (including paid holidays).

STANDARD HOURS PER DAY: The standard hours for the School Secretary are 8 hours per day depending on the assignment.

WORK YEAR: The WOA Secretary (Principal/Registrar) is generally employed for 210 days (including paid holidays). 

SALARY SCHEDULE & BENEFITS: The WOASecretary (Principal/Registrar) is paid on the "Secretaries" Salary Schedule, Level 3,  starting hourly rate is $19.31, and is eligible for benefits on the "Support Staff" benefits schedule on the first of the month following 60 days of employment.

REPORTS TO: The WOA Secretary reports to the Principal or other designated building administrator.

SUPERVISES: The WOA Secretary (Principal/Registrar) does not supervise any other employee(s).

GENERAL SUMMARY OF DUTIES:

Under direct supervision, the WOA  Secretary (Principal/Registrar) performs clerical duties registering and withdrawing students to and from school. The person in this position is also responsible for grade level enrolling, withdrawing, supporting building-wide Synergy and attendance needs. Duties are generally clerical/secretarial related.

ESSENTIAL FUNCTIONS:

1. Provides a high level of professional, courteous, welcoming and responsive customer services to students, staff, families, and community members.
2. Maintains regular, punctual attendance and adheres to the assigned work schedule to ensure office coverage and consistent support during the hours students are present.
3. Follows processes and procedures for using RAPTOR, school visitor management, emphasizing identification checks, controlled entry, sign-in and out procedures and accurate logging of visitor activity.
4. Provides timely and reliable administrative support to building administrators, including managing calendars, scheduling appointments, handling correspondence, and completing assigned clerical tasks accurately and within expected timelines.
5. Meets with and registers new students and families  for the school.
6. Inputs, updates, and maintains data in school databases, spreadsheets, and management systems, including attendance, records, and assessment-related information with a high degree of accuracy and confidentiality.
7. Meets with parents and students to prepare paperwork to withdraw students from school.
8. Maintains and updates current immunization records in the computer and permanent file.
9. Prepares ADM reports accounting for every student and their schedule. This may involve distributing printouts to and from teachers and administrators in order to keep computer files accurate for ADM.
10. Assists administrators and counselors with record-keeping functions associated with academic records.
11. Maintains a filing system for attendance records and general school files.
12. Handles incoming calls, emails, and in-person in a timely, professional and customer-focused manner as well as providing accurate information, relaying messages, and directing  individuals to the appropriate staff or office as needed.
13. Handles sensitive student, family and staff information with discretion and maintains confidentiality in all aspects of the role in accordance with applicable laws, regulations and District expectations.
14. Participates in all District required training and ensures skill level is proficient using technologies and platforms needed to be successful in their role.
15. Ensures that all job responsibilities are maintained and completed accurately and within required deadlines. 

NON-ESSENTIAL FUNCTIONS: 

While the following tasks are necessary for the work of the unit, they are not an essential part of the purpose of this position and may also be performed by other unit members. 

1. Performs related duties as directed. 

ENTRY-LEVEL REQUIREMENTS:

1. EDUCATION/TRAINING: High school diploma or GED is required. 

2. EXPERIENCE: Previous clerical or secretarial experience is required, including the knowledge, skills and abilities necessary to perform the essential job functions. 

3. CERTIFICATIONS &/OR LICENSES: None required.

4. OTHER: Must be able to perform the essential functions of the position and meet the physical, sensory, and environmental requirements of the job, with or without reasonable accommodation. 

PERFORMANCE APTITUDES:

Data Utilization: Requires the ability to compile, assemble, copy, record, and/or transcribe data and/or information according to a prescribed schema or plan. Includes judging whether readily observable functional, structural, or compositional characteristics are similar to or divergent from prescribed standards, procedures, or routines.

Human Interaction: Requires the ability to exchange information for the purpose of obtaining information or clarifying details and to do so within well-established policies, procedures, and standards.

Equipment, Machinery, Tools, and Materials Utilization: Requires the ability to operate, maneuver, and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.

Verbal Aptitude: Requires the ability to utilize a variety of reference data and information.

Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication, and division.

Functional Reasoning: Requires the ability to carry out detailed but routine written or oral instructions. Work involves routine tasks performed according to clearly prescribed standard practices, with some latitude for independent judgment.

Situational Reasoning: Requires the ability to exercise the judgment required in situations characterized by repetitive or short-cycle operations covered by established procedures or sequences.

PHYSICAL REQUIREMENTS:
Tasks involve regular and, at times, sustained performance of moderately physically demanding work, including some combination of climbing, balancing, stooping, kneeling, crouching, and crawling, and may involve lifting, carrying, pushing, and/or pulling moderately heavy objects and materials weighing 20–50 pounds. Tasks also involve moving about the campus to assist in office areas and spaces outside the employee's normal work location.

SENSORY REQUIREMENTS:
Tasks involve reading and interpreting written documents, memos, emails, forms, and reports; viewing computer screens for extended periods to input data, manage calendars, and perform administrative tasks; and listening attentively, accurately relaying information, and responding promptly to instructions and inquiries from students, parents, teachers, and staff. Tasks also require fine motor skills for legible writing, keyboarding, operating office equipment such as copiers and printers, handling files and paperwork, multitasking, attention to detail, and maintaining composure and professionalism during interruptions or stressful interactions.

ENVIRONMENTAL FACTORS:
Work is regularly performed without exposure to adverse environmental conditions such as dirt, dust, pollen, odors, wetness, humidity, rain, fumes, temperature extremes, noise extremes, machinery, vibrations, electric currents, traffic hazards, animals or wildlife, toxic or poisonous agents, violence, disease, or pathogenic substances.