Registrar/Counseling Administrative Assistant

Position Type:
Secretarial/Clerical/Administrative Assistant
Date Posted:
1/30/2024
Location:
Duneland School Corporation
Date Available:
2024-25 Sc Yr
Closing Date:
03/31/2024This position will be located at Westchester Middle School
SUMMARY OF POSITION:
This position will be responsible for all counseling office duties, including registrar and secretarial duties. Responsibilities to log and maintain student academic records. This includes earned grades, transfer grades, honor roll and test scores. Additional responsibilities include all inputting of data, inputting student and class scheduling, processing district, state and federal reports, processing transcript requests, managing student withdrawals, updating grade changes, working with guidance counselors, coordinating with central office student information systems, and maintaining strict confidentiality. This position requires the person to have strong organizational and communication skills and to be very flexible in accepting assigned tasks by their supervisors with a strong sense of teamwork needed. This position will deal with community members, parents, students and staff on a regular basis and will be expected to interact with these publics in a professional, friendly, and organized manner.
MINIMUM QUALIFICATIONS:
High school diploma or general education degree (GED). Educational training and experience preferred. The responsibilities and duties listed below are representative of the knowledge, skill, and/or ability required. Each essential function listed below is mandatory to perform this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.
PRINCIPAL RESPONSIBILITIES AND DUTIES

1. Manage accurate student academic and demographic records.
2. Prepare a variety of complex district, state and federal reports.
3. Support teachers with grading and recording.
4. Process information requested by armed services, foreign exchange programs and law enforcement.
5. Process necessary transcript requests.
6. Process social security proof of enrollment.
7. Process all student withdrawals and manage student book/ device collection.
8. Process educational verification documents.
9. Input and maintain the course master schedule.
10. Run teacher schedules when necessary.
11. Run student schedules when necessary.
12. Delineate various course types.
13. Process teacher grade changes.
14. Process report cards.
15. Update incomplete grades.
16. Run various data requests.
17. Address parent concerns and questions regarding G.P.A. and report cards.
18. Run honor roll.
19. Input grades for transfer students from other schools.
20. Editing necessary student identification numbers with the state.
21. Submit names to the National Clearinghouse.
22. Assist all stakeholders with Skyward access.
23. Register/ enroll/ schedule all students.
24. Serve as clerical support to the counselors and other personnel and answering phone calls and forwarding those calls when necessary.
25. Receptionist for the School Counseling area and supervise student flow; supervising student sign in; maintaining files of all forms, policies and handouts; ordering supplies.
26. Send and deliver faxes to the appropriate personnel and mailing all correspondence when necessary.
27. Serves as McKinney-Vento liaison for the district.
28. Sends records to a new school when requested along with a transcript.
29. Create cumulative folders, sending record request forms to previous schools, distribution of sending in progress grades to teacher and health records to the nurse.
30. Maintaining and filing all cumulative student folders in a timely manner.
31. Assist with organization, support and other tasks for standardized testing, events, etc.
32. Copy complete cumulative folders for Attorney/ Judges when requested by the Principal.
33. Transfer of cumulative files at the end of each year for each counselor including incoming.
34. Complete other duties as assigned by WMS Administration or Duneland School Corporation Administration.

KNOWLEDGE, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS

1. Demonstrate interpersonal skills necessary to deal tactfully and effectively with persons at all levels in order to develop and maintain productive relationships with all publics
2. Ability to learn new skills quickly and assimilate into daily work
3. Ability to maintain high level of confidentiality both inside and outside the corporation
4. Ability to work independently and in a team environment
5. Ability to multi-task with attention to detail
6. Proficiency in the use of all necessary technology, i.e. computers, software, copiers, phones
7. Demonstrate professional phone etiquette at all times
8. Proficiency in the use of and the ability to learn various software, i.e. Microsoft Office, Skyward
9. Demonstrate organizational and time management skills
10. Perform all other duties as assigned by immediate supervisor

SPECIAL REQUIREMENTS (includes equipment, hours, physical demands)
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 usually moderate. The employee is protected from outside weather conditions, but not necessarily from temperature changes. There are no environmental hazards indicated for this position.
Equipment: This position is required to maintain a working knowledge of all classroom equipment. A basic knowledge of operations for computers, printers, telephone systems, fax machines and copiers is required.
Hours: This position is typically expected to work an average of 8 hours per day, 216 days per year. Summer hours/days may be adjusted per the direct supervisor to assure adequate coverage to meet the demands of the School and job.
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 position. While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand, walk, sit, use hands to finger, handle, or feel objects, tools or controls, reach with hands and arms, and taste or smell. The employee must frequently lift or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. The employee shall remain free of any alcohol or nonprescribed controlled substance abuse in the workplace throughout his/her employment in the Corporation.
All applicants must have a current application through our electronic application center at www.duneland.k12.in.us
The Duneland School Corporation is committed to a policy of non-discrimination and equal opportunity in all employment practices. Candidates will be screened, interviewed and employed based upon the successful candidate's qualifications, background, experience and needs of the Duneland School Corporation. Offers of employment are contingent upon the results of personal background
Applicants selected for interviews will be contacted individually.