Secretary - Student Services (6964)

Student Services Secretary

The Student Services Secretary provides comprehensive administrative and secretarial support to the Student Services department, serving as a welcoming ambassador and primary information resource for parents, families, and district patrons. The Student Services Secretary is responsible for managing school choice applications, supporting registration and enrollment processes, coordinating departmental communications, and providing clerical and administrative support as needed to advance the goals of the Student Services department across the Little Rock School District.

Terms of employment: Twelve (12) month (240 days) contract, Salary Schedule Code 804 Range plus benefits package. Precise placement within the salary range will be determined based upon experience. FLSA: Non-Exempt.

Qualifications:

• At least 60 college hours required; bachelor's degree from a college or university preferred.
• Minimum of three (3) to five (5) years' experience in public or private sector in secretarial or office management areas.
• Demonstrated competency in standard office administration programs such as Microsoft Word, Excel, PowerPoint, Outlook, and Access, as well as other microcomputer applications and standard office equipment.
• Demonstrates positive customer relations and evidence of strong skills in meeting and dealing with the public in a manner that will promote a positive image of the Little Rock School District.
• Ability to answer the telephone and greet visitors with maturity and confidence.
• Strong interpersonal, organizational, oral, and written communication skills.
• Ability to support communications and social media efforts as needed.
• Bilingual preferred.

Essential duties and responsibilities:

Office Administration & Executive Support:

• Serves as principal assistant to the department coordinator or director, preparing correspondence, screening telephone calls, maintaining calendars, scheduling meetings, and making travel arrangements; maintains correspondence filing system.
• Serves as the principal point of contact with the Human Resources Department in coordinating personnel actions for assigned staff, both permanent and temporary; maintains departmental personnel files for all assigned employees.
• Prepares requisitions and purchase orders for the Student Services department and oversees departmental budget tracking.
• Enters, monitors, and audits payroll for the Student Services department.
• Oversees general office administration, including appointments, correspondence routing, and distribution of administrative matters.
• Prepares original correspondence and distributes to employees as delegated by the coordinator or director.
• Utilizes Microsoft Office applications to create, complete, and support the preparation of departmental documents and reports.
• Maintains administrative and departmental files as required.

Receptionist & Communications:

• Serves as receptionist and goodwill ambassador for the Student Services office and the Little Rock School District, welcoming all visitors and callers with professionalism and warmth.
• Operates a multi-line telephone switchboard to relay incoming, outgoing, and interoffice calls; refers callers and visitors to the appropriate office or staff member for assistance.
• Opens, sorts, and distributes all departmental mail; maintains organized records of incoming and outgoing correspondence.
• Maintains and updates LRSD Student Services social media accounts and webpage content; adds or creates pages for upcoming information and events as needed.
• Coordinates annual departmental events such as College Night, Career Day, Counselor Week, and other student services activities.
• Assists with special events such as receptions, meetings, and other departmental functions as needed.
• Maintains professional appearance and a welcoming office environment.

School Choice Application Processing:

• Receives, reviews, and logs school choice applications submitted by parents and families in accordance with district timelines and procedures.
• Maintains accurate and up-to-date records of school choice application status, including receipt, review, acceptance, denial, and placement.
• Communicates acceptance, denial, and placement decisions to parents and families in a timely manner via telephone, written correspondence, and electronic communication.
• Coordinates with school principals, counselors, and district staff to facilitate accurate placement of accepted school choice students.
• Responds to parent and family inquiries regarding school choice eligibility, application requirements, timelines, and placement outcomes.
• Prepares school choice reports, summaries, and tracking documents for use by district administration.

Registration & Enrollment Support:

• Provides information, guidance, and support to parents and families navigating the registration and enrollment process for LRSD schools.
• Assists families in completing enrollment forms, gathering required documentation, and understanding district registration requirements and timelines.
• Coordinates with school-based registrars and counselors to facilitate smooth enrollment of new and returning students.
• Establishes and maintains student registration records and files for each newly enrolled student.
• Requests transcripts and records from other schools on new students; forwards student records to other schools upon request.
• Performs other duties as assigned.

Requirements are representative of minimum levels of knowledge, skills and/or abilities. To perform this job successfully, the incumbent will possess the abilities or aptitudes to perform each duty successfully. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

Mental functions, physical requirements, and working conditions:

While performing the duties of this job, the employee is regularly required to sit, stand, walk, go up and down stairs, operate foot and hand controls, use a telephone and write. Occasionally the employee must lift and/or move up to twenty (20) or more pounds. This position requires accurate perceiving of sound, near and far vision, depth perception, handling and working with educational materials and/or objects, and providing oral information. Must have the ability to work for the duration of the daily contracted time period, and to be physically present and at assigned work, with only infrequent unexcused absences, during the contract year. Additional technical skills, knowledge, and abilities may be recommended by the immediate supervisor and approved by the Human Resources Director.

Little Rock School District