Secretary/Registrar, Elementary

Elementary School Office Support

GRADE: G9 (Hourly Range/Step 1 - Step 8: $21.11 - $26.03) MINIMUM HOURLY RATE: $21.11 STANDARD HOURS PER WEEK: 40 FTE: 1.0 MONTHS PER YEAR: 10 JOB CODE: 1314 POSITION TYPE: PERMANENT/REGULAR LOCATION: THORNTON, CO

Adams 12 Five Star Schools is deeply committed to a community of excellence, equity, and inclusion in everything we do. We commit to eliminate the predictability of who is included in excellence and who is not. Adams 12 Five Star Schools puts students first and supports our district's mission to elevate student success for every student every day in every classroom. Candidates who can contribute to our goal are encouraged to apply and to identify their strengths in this area.

SUMMARY: Responsible for providing support to the elementary school office by maintaining, monitoring, and managing an accurate student database and student records/files; providing customer service and secretarial support; managing the daily student attendance process; and monitoring daily visitors to ensure a safe school environment. Responsible for the administration, coordination, and communication of the student and course registration process and master schedule. Responsible for accurate student database information and related reports.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Provide front office customer service and secretarial support, including managing communications by answering, screening, routing, and tracking calls, providing information to callers and visitors, taking messages, and making outgoing calls, while also diffusing difficult situations. Screen all visitors via a secure entry system, scan IDs, print badges, direct visitors, and continuously monitor security cameras for safety. Responsible for managing student interactions such as calling students to the office, assisting/monitoring early drop-offs or late pick-ups, and communicating with parents via various school and district platforms. Administrative duties include managing incoming and outgoing mail, packages, and warehouse orders, handling district email and faxes, coordinating building activities with district and community groups, maintaining the master calendar, and updating student authorization pickups. Prepare various documents such as memos, letters, reports, and agendas, ordering refreshments, and performing daily office tasks like making announcements, answering classroom calls, supervising students, and accepting deliveries. Assist with student discipline referrals, entering and tracking them in Infinite Campus, maintaining Behavior Management reports, and retrieving and compiling data for various internal and external reports (e.g., enrollment projections, student funding, transportation, testing, and CDE reports). Responsible for creating school-wide newsletters and email messages, maintaining the school website by setting up classroom pages and updating the homepage. Provides backup for the time and labor process, assists with substitute coverage, and supports the health clinic, health office, and office manager, including student monitoring and behavioral support in the office setting.
• Maintain, monitor, and manage an accurate student database and student records/files, adhering to federal and state law and district policies. Process student registration, enrollment, withdrawal, and updates. Meet with new parents to explain school/district policies and procedures, gather new student information, and input registration details into the district database. Coordinate online registration for new students and online check-in for returning students and complete the enrollment process by obtaining required paperwork. Establish appropriate student schedules and arrange informational meetings as needed. Create initial student cumulative files that follow students throughout their district education and oversee the registration/intent process by creating, compiling, ordering, and distributing registration materials. Withdraw students, mail records and requests to appropriate locations, purge withdrawn files, send files to the ESC, and forward all 5th-grade files to the next enrolled school. Communicate with the Legal Department to ensure student court orders are current in Infinite Campus. Maintain accurate class lists and may assist families with transportation needs.
• Manage the daily student attendance process by listening to messages on attendance line, contacting parents, entering absences and tardies into the system, verifying that teachers have taken period attendance, running attendance reports, logging attendance concerns in district database, and sending attendance letters to parents. Schedule attendance meetings with Principal as needed.
• Build the master schedule by entering student courses and internal scheduling requests into the system, analyzing conflicts, performing schedule runs, and using tools within the student database software to develop a desired schedule. Ensure that each student has a complete and accurate schedule for the new school year. Make student schedule corrections and changes as appropriate. Oversee the processing and distribution of grade and progress reports, including ensuring teachers have properly entered all grades for their students, running report card exception reports and overseeing distribution.
• Coordinate, organize, provide support for, and/or participate in student registration/progress events such as back-to-school nights, open houses, parent/teacher conferences, etc. Duties may include preparing materials, handouts, agendas, and newsletters; creating signs/posters; making room arrangements; and publicizing the event. Assist with check-in and coordination of field trip volunteers.

EDUCATION AND RELATED WORK EXPERIENCE: -High school diploma or equivalent. -Minimum of (3) years of computer and general office experience. -Experience working with school-age children preferred.

LICENSES, REGISTRATIONS or CERTIFICATIONS: -Criminal background check required for hire. -CPR and First Aid certifications preferred. -District Student Information System certification training required within (1) month after hire.

APPLICATION INFORMATION: All applicants (current district employees and external applicants) should list any and all work experience, including current district experience, when completing the employment application. Please include job titles and duties that you held while doing that job. Since the Human Resource department uses the application to screen for minimum qualifications required for each job, it is important to have a complete application so you will be considered for the position you are applying for.

SALARY INFORMATION: All Classified positions are paid on an hourly basis. All Newly hired classified employees are placed initially on Step 1 of the pay grade for their position. Classified employees can advance an additional 7 steps (maximum Step 8) based on their previous experience. Final hourly placement on the Classified Salary schedule is dependent on the Grade Level for the position being posted and employees' previous work experience. "Grade" refers to position or job classification and "Step" refers to the number of work experience credit or service years. See our Classified Salary Schedule for hourly rates. For additional compensation information, please refer to The Classified Master Agreement.

BENEFITS INFORMATION: Adams 12 Five Star Schools is committed to providing an environment that promotes a healthy employee population able to serve our students at the highest level. We offer a comprehensive benefits package including medical, dental, vision and life insurance as well as other programs for benefit eligible employees. The employee assistance program, voluntary life insurance through PERA, and 401(k), 403(b) & 457(b) plans are available to all employees regardless of hours worked and are available immediately (upon hire date). To learn more about our benefits, please see our Benefits Overview.