Registrar Office Secretary C

Function / Position Summary
The secretary is a critical role and is expected to organize, establish and maintain an environment that is responsive and respectful to students, staff, parents, and community partners. The secretary ensures safe and effective school operations through office management, communications, collaboration with other staff, and directed procedures. The person in this position must exercise strong time management, multitasking, and prioritizing skills while utilizing excellent verbal and written communication skills to ensure all timelines are met. Maintain confidentiality of student/staff information in the school and community. 

Job Duties / Responsibilities

• Coordinate all data necessary for student registration.
• Input new enrollees in district student system, make new cumulative folders and request records from previous schools to and process online registration applications for new and existing students.
• Drop students in district student system and send records to receiving schools.
• Supply records, enrollment numbers, reports, student lists and labels as appropriate to current and former students, parents, building teachers and staff, schools and others as requested (i.e. Kane County, Social Security Office, U-46 District Records Office, ECC Upward Bound, Rotary).
• Assist with parent/guardian access to the district student system to include password resets. Update student addresses, student and parent/guardian telephone numbers in district student system.
• Maintain accuracy of grades for all students, making changes as appropriate per teacher request. Enter grades in district student system for incoming transfer students and for correspondence classes.
• Enter grades and maintain records for private placement students.
• Assist Counselors, Guidance and Private Placement Administrator as needed.
• Demote students as appropriate in January and August.
• Maintain files on Honor Roll, GPA, rankings and statistics for each class.
• Handle questions from staff on district student system and records and handle questions from outside on transcripts or records.
• Maintain Records File Room.
• Pull cumulative folders for graduates and file incoming folders for freshmen.
• Filing (new student paperwork, test results any other paperwork for cumulative folders).
• Compile graduation lists for January, May, and July grads including DREAM Academy, CSP and private placement students.
• Issue final transcripts for each graduating class and keep records on where each transcript was sent.
• Provide coverage for Main Office as needed.
• Other duties as assigned.

 Education

• High School diploma or equivalent required.
• Associates degree preferred.

 Experience / Knowledge

• Knowledge of Absence Management System (preferred).
• Experience with Workforce (preferred).
• Ability to work well in fast-paced professional environment and operate with a sense of urgency in accomplishing goals and objectives while maintaining a customer focus.
• Working knowledge of Microsoft Office suite and Google applications.
• Ability to manage multiple concurrent projects, setting priorities to meet assigned timelines.
• Familiar with online student information systems (i.e. Infinite Campus) preferred.
• Bilingual English/Spanish written/verbal (preferred).
• Three years of secretarial experience preferred.
• Ability to work accurately with numbers.

Physical Demands

• Ability to work on a computer/telephone over the major portion of the day.
• Ability to lift up to 25 pounds.

SECRETARIAL CLASSIFICATION CRITERIA
(As defined in the 2022-2026 Agreement between District U-46 Secretarial Association and the Board of Education)

CLASSIFICATION A (Proficiently demonstrates all criteria listed)

• Ability to communicate and interact with staff and co-workers in a professional manner
• Demonstrates positive customer service skills
• Demonstrates confidentiality
• Ability to work independently
• Ability to prioritize tasks Demonstrates organizational skills
• Keeps accurate filing
• Maintain appropriate inventories and online file management
• Able to use office machines (ex. laminator, fax, intercom, phone, copier)
• Accurate typing/keyboarding
• Working knowledge of computer programs
• Willingness and ability to learn

CLASSIFICATION B (Proficiently demonstrates all criteria listed, including classification A)

• Perform reception duties
• Perform student attendance duties
• Utilize excellent written and verbal communication skills (parents, staff and students)
• Responsible for tracking and balancing building/department expenditures (if applicable)
• Working knowledge of computer programs Word and Excel
• Willingness to learn and become proficient in advanced applications and specialized computer programs (Mail Merge, Student Information Systems, Business Portal, etc.)

CLASSIFICATION C (Proficiently demonstrates all criteria listed, including classification A+B)

• Demonstrates appropriate decision making in support of or in absence of director or supervising administrator
• Knowledge and ability to perform necessary tasks to ensure the smooth operation of the district level department/building
• Proficient in specialized computer programs and applications
• Responsible for creating and initiating written and verbal communication (community and district officials/representatives)
• Responsible for maintaining director or supervising administrator calendar/schedule (if applicable)
• Responsible for office management, environment, staff, finances (banking and financial software)
• Ultimately responsible for coordination, organization, facilitation of district level department/building

Terms of Employment

• This is a 12 month position.
• Salary and benefits as established by the Board of Education.

Additional Informaiton

• This is a full time 8 hour a day (M-F) position.
• This position is eligible for benefits (insurance and pension).
• Starting rate for this position is $18.65.