Principal Secretary/Bookkeeper & Registrar

Principal Secretary/Bookkeeper & Registrar

LOCATION: Alice Terry Elementary WORK YEAR: 200 Days SCHEDULE: 40 hours per week, MondayFriday, 7.5 hours per day WORK STATUS: Classified, Hourly, Non-Exempt REPORTS TO: Principal

The Principal Secretary/Bookkeeper & Registrar is responsible for providing comprehensive administrative, financial, student records, enrollment, health office, athletic, and school operations support at Alice Terry Elementary.

This position serves as a key administrative resource to the Principal, school staff, students, parents/guardians, and community members. Responsibilities include school bookkeeping and financial transactions; enrollment, withdrawals, student records, transcripts, and student information systems; attendance and scheduling support; athletic and activity account support; purchasing; special event coordination; communication; and general school office operations.

The position requires a high degree of confidentiality, organization, accuracy, customer service, and the ability to manage multiple responsibilities while responding effectively to the daily needs of students, families, staff, and school administration.

ESSENTIAL DUTIES AND RESPONSIBILITIES

SCHOOL OFFICE AND ADMINISTRATIVE SUPPORT

• Provide administrative and secretarial support to the Principal and school administration.
• Greet students, parents/guardians, teachers, staff, and visitors and maintain a welcoming, professional, and orderly office environment.
• Answer, screen, and route incoming telephone calls; take and distribute messages as appropriate.
• Compose, type, distribute, and mail correspondence, reports, forms, documents, notices, and other school communications.
• Maintain office files, records, meeting minutes, committee records, handbooks, emergency documents, and other administrative records.
• Maintain and update staff, student, and emergency handbooks and related school documents.
• Communicate website updates and other required information to the district technology team.
• Maintain and program bell schedules, master clock systems, copier codes, and other office systems.
• Maintain records and documentation related to summer maintenance work orders.
• Maintain teacher classroom inventory and teacher checkout records in accordance with district procedures.
• Assist office staff in maintaining coverage and responding to the daily needs of students, families, and staff.
• Provide oral and written Spanish/English translation and interpretation as needed.
• Maintain confidentiality of student, employee, financial, health, and other sensitive information.
• Provide administrative support for school meetings, events, conferences, field trips, and other activities.
• Serve as back-up health clerk, as needed.
• Perform other related duties as assigned or requested.

REGISTRAR, ENROLLMENT, AND STUDENT RECORDS

• Manage the student enrollment process, including enrollment of new students, collection and verification of required documentation, student records, and withdrawals.
• Collect choice enrollment forms, submit applications to Administration, prepare acceptance correspondence, and maintain District and Office Choice Enrollment spreadsheets.
• Enroll new students by collecting district-required enrollment documentation and assisting parents/guardians with Parent Portal and Infinite Campus.
• Process records requests for newly enrolled students by contacting previous schools and obtaining official student records.
• Coordinate with other school registrars regarding students transferring into and out of the district.
• Process student withdrawals, notify appropriate staff, and send official records to receiving schools in accordance with district procedures.
• Maintain complete, accurate, and confidential cumulative student records.
• Maintain student demographic, enrollment, attendance, behavior, academic, credit, and other required information in Infinite Campus.
• Ensure student and parent/guardian information is accurate in Parent Portal and Infinite Campus.
• Assist parents/guardians with Parent Portal account setup and password resets.
• Input grades and credits for newly enrolled students.
• Update transcripts by posting grade changes, new grades, credit recovery coursework, and other academic information.
• Prepare official transcripts and student records for colleges, universities, vocational/trade schools, other educational institutions, and authorized agencies.
• Process authorized student record requests in accordance with district policies and applicable requirements.
• Update student data regularly and run Validation and Certification reports, making corrections as necessary.
• Assist Administration with the One-Day October Count and required district reporting.
• Prepare Ad Hoc reports and other student information reports as requested.
• Maintain accurate enrollment and withdrawal documentation.
• Create student identification cards for students who are new or have lost their identification cards.
• Upload birth certificates and other required documentation into Infinite Campus.
• Assist students, parents/guardians, Counselors, Administration, and staff with questions regarding enrollment, records, transcripts, and student information.
• Supervise student assistants and maintain attendance logs as assigned.

BOOKKEEPING, FINANCE, PURCHASING, AND ACTIVITY FUNDS

• Maintain financial records for activity funds, general funds, petty cash, and other school accounts.
• Perform bookkeeping functions and monthly account reconciliations.
• Handle banking transactions and maintain appropriate financial documentation.
• Manage accounts payable and accounts receivable.
• Process purchase orders, requests for payment, invoices, receipts, and activity-related financial transactions.
• Purchase school supplies and other approved materials.
• Process student obligations, class fees, athletic fees, activity fees, and fundraiser collections.
• Maintain accurate records of student fees, obligations, collections, and outstanding balances.
• Reconcile monthly expenditures and activity accounts.
• Assist the Athletic Director with financial management and reconciliation of athletic and activity budgets.
• Maintain records related to fundraising activities and associated revenues and expenditures.
• Prepare and submit required financial reports and documentation.
• Maintain appropriate records for sales tax reporting related to textbook, activity, and other applicable sales.
• Manage and reconcile petty cash in accordance with district procedures.
• Assist with payroll and submit timesheets and payroll documentation for classified employees as assigned.
• Maintain financial records in accordance with district policies, procedures, and applicable accounting requirements.

ACTIVITIES STUDENT PROGRAMS

• Provide administrative and financial support to the Activities Director.
• Reconcile activity budgets and maintain related records.
• Process student activity fees, and fundraiser-related transactions.
• Maintain confidential participation records as required.
• Assist with schedules, forms, communications, and administrative requirements as assigned.
• Support school activities, student programs, fundraisers, and special events.
• Coordinate administrative details associated with school events.

TEXTBOOKS, BOOKS, INVENTORY, AND SCHOOL ASSETS

• Receive and distribute textbooks, reading books, and other instructional materials.
• Maintain textbook and instructional material distribution records.
• Maintain textbook inventory and records of materials assigned to students and staff.
• Process textbook sales and maintain associated sales tax records.
• Maintain teacher classroom inventory and checkout documentation.
• Assist with the tracking, distribution, collection, and accountability of school materials and equipment.

ATTENDANCE, STAFFING, AND SCHOOL OPERATIONS

• Maintain student and staff absence reports as assigned.
• Assist with coordinating conferences, field trips, transportation, and bus requests.
• Procure substitutes and arrange class coverage as needed.
• Maintain documentation related to staff absences, coverage, and substitute assignments.
• Coordinate school office coverage and provide backup support to other office personnel.
• Maintain records and schedules related to school activities and operational needs.
• Assist with school emergency procedures and serve as an administrative contact during emergencies.
• Serve as a primary office contact during fire alarms, student illness, accidents, police notifications, and other emergencies, following district procedures.

SCHOOL COMMUNICATIONS, CLIMATE, AND SPECIAL EVENTS

• Assist in maintaining a positive school culture and climate.
• Maintain culture and climate bulletin boards and other designated school displays.
• Assist with school-wide communications and distribution of information.
• Coordinate administrative details for conferences, meetings, graduation, special events, and other school activities.
• Support the Principal and school leadership with special projects and initiatives.

SUPERVISORY DUTIES

None.