Registrar / Administrative Assistant to the Principal

Administrative Office Clerk

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

Qualifications

Education/Certification:

High school diploma or GED

Special Knowledge/Skills:

Ability to maintain accurate and auditable records

Proficient word processing and file maintenance skills

Effective organizational, communication, and interpersonal skills

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

Knowledge of basic accounting principles

Experience:

Three to five years of secretarial experience, preferably in public education environment

Major Responsibilities and Duties

Records, Reports, and Correspondence

1. Prepare written correspondence, forms, schedules, or reports using personal computer.
2. Prepare instructional materials, meeting agendas, honor rolls, graduation lists, and campus communication as requested, using typewriter or personal computer.
3. Work daily with the campus to assist with coordination of substitutes utilizing the AESOP sub finding system. Maintaining attendance records.
4. Monitor and process personnel time records including leave requests and reports. Compile information and submit to central office according to established deadlines.
5. Maintain school calendar of events.
6. Assign substitute teachers and assist with finding substitutes during staff absences.
7. Run grade reports for each progress report and six weeks period. Open and post gradebook and communicate with the staff about grade reports.
8. Collect and post grades from the District Alternative Education Program.
9. Maintain physical and computerized records including student cumulative folders, progress and failure reports, class rosters, schedule changes, and grade books.
10. Coordinate grading process, including processing of scan sheets, verification and correction of grades, and printing and distributing of report cards.
11. Process new student records, including requesting transcripts and records from other schools, setting up cumulative folder, and entering student data into appropriate databases.
12. Process and transmit request for student information, including student transcripts for colleges and universities. Call or fax out-of-state schools for records for enrollment.
13. Calculate grade point averages, class rank, and prepare honor rolls.
14. Assist counselors with the enrollment, withdrawals, and transfer of students and process applicable records.
15. Assist campus administrator and counselors with the preparation of reports and student data information.
16. Assist with posting messages through Skyward and on the Wimberley ISD website.

Reception and Phones

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

Files

1. Maintain physical and computerized files including mailing lists, student records, visitor logs, and office communication.
2. Update handbooks, policy manuals, and other documents as assigned.
3. Run data mining report (such as At-Risk or Grade Level Reports). Enter Versa Trans Bus usage.

Accounting and Inventory

1. Perform routine bookkeeping tasks including simple arithmetic operations to maintain campus budget records.
2. Prepare and process purchase orders, check requests, and reallocate funds.
3. Receive, store, and issue supplies and equipment.
4. Prepare and make cash deposits for activity account(s). May be responsible for maintenance of activity ledger(s) and petty cash account(s).
5. Assist with coordination of faculty meetings and campus activities.
6. Deposit activity account monies.
7. Provide budget reports to department heads at the beginning of the year.
8. Purchase card check-in/check-out.
9. Assist with campus budget preparation.
10. Maintain inventory of fixed assets, equipment, and supplies.
11. Run web store transaction reports for band, choir, and technology departments.

Other

1. Sort, distribute, or deliver mail and other documents.
2. Administer medication to students, check temperatures, and notify parents of student illness in nurse's absence.
3. Cover the receptionist area as needed, and cover office lunches on rotation.
4. Maintain confidentiality.

Monitor the work of campus secretaries and clerical aides.

Personal computer, printer, copier, fax machine, calculator, laminator, campus coffee machines.

Maintain emotional control under stress; work with frequent interruptions. Repetitive hand motions; prolonged use of computer. Lifting, walking (delivering items around campuses).

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.