Expulsion Secretary/Registrar

 SPLIT POSITION TWO DIFFERENT PAY GRADES (5 HOURS AS EXPULSION SECRETARY, 3 HOURS AS REGISTRAR = 8 HOURS TOTAL)
           

Job Title:             Secretary, School High School
Pay Program:     Support Staff	FLSA Status:   Non-Exempt
Reports to:         School Assistant Principal(s) or Designee(s)	Pay Range:     CH 9 $19.08 - $21.22
Work Year:         207 Days / 5 Hours

 
SUMMARY: Operating under the general supervision of the school’s Assistant Principal(s) or Designee(s), the employee will perform a variety of clerical, secretarial, and administrative duties.  Aspects of this position require the employee to provide assistance to, or perform the duties of, other school secretarial positions depending on the unique needs of the assigned school.   Employee must work collaboratively with other staff to ensure tasks are completed, compliance deadlines are met, and policies are followed.  This position is also often a first point of contact for the public, staff, students, and parents entering the school and must work cooperatively to facilitate these interactions.
 
ESSENTIAL DUTIES AND RESPONSIBILITIES: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
                     

Job Tasks Descriptions
Supports the front counter and office traffic providing assistance across a variety of topics including but not limited to early/late departures/arrivals, visitor sign in/out, parking passes, locker assignments, and student/staff in-school contact as necessary.  Facilitates general customer service assistance for staff, parents, visitors, vendors, and student questions and concerns.  This position shares telephone and front counter responsibilities with other staff and must work cooperatively to ensure department phone coverage is maintained.
Monitors and processes daily student attendance data entries in collaboration with, or in the absence of, an assigned Attendance Secretary.  Duties include entries to the student tracking database and maintaining attendance records according to district policy and generates a variety of attendance related reports for administrative staff and state compliance requirements.  Provides substitute teacher assistance regarding attendance and general overall school lay-out.  Also, assists with annual responsibilities including the annual October Count.
Maintains timely updates to the student cumulative (CUM) files and student tracking database in accordance with district policy.  This responsibility is completed in conjunction with other school staff to coordinate and document new student enrollments, and oversee student transfer requests in compliance with School of Choice policy.  Working closely with Assistant Principal(s) in the suspension and expulsion processes employee researches, compiles, and submits comprehensive and confidential student information according to District policies.
Provides administrative/secretarial support through a wide variety of operational tasks which may include but are not limited to, scheduling building usage, handling the mail, processing work orders, ordering supplies, arranging travel, maintaining the school’s handbooks, updating District’s parent communication website, and preparing correspondence.
Receives, processes and records all SBA deposits and accounts payable activity in the absence of an SBA/Finance Secretary.  Using budgeted instructional funds and/or SBA funds this position administers deposits to and payments from the school’s petty cash fund, SBA checking account, and school’s procurement cards.  As requested this position may reconcile the weekly “Plastic is Good” (PIG) report.
Performs the duties of the Health Assistant and/or Work Room Assistant in their absence.  These duties may include responsibility for monthly monitoring of the Automated External Defibrillator (AED) machine.
Provides training, task assignment, and supervision for Office Student Aides and school volunteers as assigned.  Also, as needed coordinates and assists in practice Safety Drills such as, fire, emergency, shelter-in-place, lock-down, etc.
Performs other duties as assigned.

 
EDUCATION AND RELATED WORK EXPERIENCE:

• High school diploma or equivalent and including courses in office technology and office skills
• Minimum of one year clerical and/or secretarial experience required.  Experience in a school environment preferred
• Oral bilingual skills English/Spanish are desirable

 
LICENSES, REGISTRATIONS or CERTIFICATIONS:

• Criminal background check required for hire
• CPR and First Aid certifications within 60 days of hire

 
TECHNICAL SKILLS, KNOWLEDGE & ABILITIES:

• Exceptional customer service and public relations skills
• Strong oral communication and phone etiquette skills
• Strong written communication skills
• Personal computer and keyboarding skills
• Basic math and data entry skills
• Interpersonal relationship building skills
• Ability to manage multiple priorities with frequent interruptions
• Ability to listen effectively and take direction from multiple sources
• Ability to maintain confidentiality in all aspects of the job
• Ability to promote and follow Board of Education policies and building and department procedures.
• Ability to communicate, interact and work effectively and cooperatively with people from diverse ethnic and
  educational backgrounds
• Ability to recognize the importance of safety in the workplace, follow safety rules, practice safe work habits, utilize appropriate safety equipment and report unsafe conditions to the appropriate administrator

 
MATERIALS AND EQUIPMENT OPERATING KNOWLEDGE:

• Operating knowledge of and experience with personal computers and peripherals
• Operating knowledge of and experience with typical office equipment, such as, copier, fax machine, scanners, etc.
• Operating knowledge of and experience with office software such as word processing, spreadsheets, and email
• Operating knowledge of student information and scheduling software, parent communication software, and the automated calling system within three months of hire

            

Job Title:            Secretary, Registrar – Expulsion Program
Pay Program:     Support Staff	FLSA Status:     Non-Exempt
Reports to:          School Principal(s)	Pay Range:     CH 11 $20.79 - $23.14
Work Year:           207 Days / 3 Hours

 
SUMMARY: Operating under the general supervision of the assigned school Principal(s), the employee will maintain complete and accurate student enrollment and academic school records for students.  Using automated and paper systems the employee inputs accurate grade histories, enrollment, transfer, and graduation data according to established procedures.  This position acts as a technical resource for administrators, staff, students and parents and works in conjunction with the school secretaries to maintain accurate and complete student data files.  Employee is a resource for other district personnel including administrators, teachers, students, and parents maintaining accurate and complete student attendance records.  This position responds to electronic and in-person inquiries interpreting attendance and expulsion related policies and there is an expectation for a high level of professionalism in these interactions.
 
ESSENTIAL DUTIES AND RESPONSIBILITIES: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.                     

Job Tasks Descriptions
Maintains timely updates to the student CUM files and student tracking database in accordance with district policy.  Responsibilities include accurate updates of coursework transcripts/verifications, Grade Point Average (GPA) updates, and works on report card creation, production and distribution.  Coordinates and documents new student enrollment, withdrawal and student transfer requests in compliance with School of Choice policy.
Monitors and processes daily student attendance data entries in the student tracking database maintaining attendance records according to district policies.  This employee generates a variety of attendance related reports and information for administrative staff, Attendance Case Managers, and in relations to state compliance requirements.  Responsibilities include generating timely attendance/illness letters to students, guardians, and parents while also providing assistance across a variety of topics including but not limited to students obtaining records/transcripts, understanding enrollment/withdrawal logistics, and how post-secondary education services are offered through D51.   The registrar facilitates general customer service assistance in person and on the telephone for a variety of stakeholders.  And depending on the assigned location, the Registrar may also provide Substitute Teachers’ assistance with attendance processes, the general overall school lay-out, and scheduling.  Also depending on the site this role may schedule student/parent Counselor, Specialist, or other appointment appointments as needed.
Facilitates internal transfer of student CUM Folders to and from Pupil Records as well as facilitating student transcript requests from other schools and colleges.  Other duties are assigned as indicated by current student populations including updating transcripts and regularly communicating with home school counselors and administrators.  Registrars also prepare and submit data for annual CDE reports and the state mandated October count.
Registrars assigned to High School sites:  Collaborate with school staff to organize graduation ceremonies.  Duties under this responsibility include preparing and mailing transcripts for scholarships and college applications as well as coordinating and monitoring graduation logistics such as, vendor websites, event supplies, awards, and ceremony details.
Perform other duties as assigned.

 
EDUCATION AND RELATED WORK EXPERIENCE:

• High school diploma or equivalent, plus courses in business, office management, bookkeeping, office technology and/or office skills.
• Bilingual oral and written skills, English/Spanish, are desirable;
• Minimum of one-year experience in an office management or an administrative assistant position required.  Preference given for prior school district experience.

 
LICENSES, REGISTRATIONS or CERTIFICATIONS:

• Criminal background check required for hire;
• Valid Colorado Driver’s License or Identification required;
• Attend and successfully complete all staff development training as required by state law or as directed by supervisor.

 
TECHNICAL SKILLS, KNOWLEDGE & ABILITIES:
Cultural Awareness – Must possess a basic knowledge of local cultural diversity and how District services are provided.
Legal Knowledge Base – Administrative and secretarial positions hold an expectation to possess a working knowledge of federal, state, and District education policies, standards, and procedures. This position is responsible for supporting District personnel in understanding and abiding by legal and ethical boundaries as outlined in the:

• Every Student Succeeds Act (ESSA 2015);
• Title VI of the Civil Rights Act (1964);
• Americans with Disabilities Act (ADA) and Section 504 of the Rehabilitation Act;
• Colorado Exceptional Children’s Education Act (CRS 22-20-202);
• District and school student achievement data and Colorado State Standards.

Other knowledge expectations include but are not limited to:

• Exceptional customer service, collaborative decision-making and interpersonal relationship building skills;
• Well-developed English oral and written communication skills, preference for bi-lingual Spanish oral and written skills;
• Well-developed basic math, accounting, and statistics background;
• Strong ability to use de-escalation techniques and to defuse occasional stressful situations;
• Well-developed writing, organizational, scheduling, report writing and record keeping skills;
• Ability to work independently as needed with minimal direction and/or supervision;
• Ability to manage multiple priorities and frequent interruptions in a timely manner;
• Ability to maintain confidentiality in all aspects of the job; especially as related to student issues;
• Ability to be adaptable and flexible with collaborative critical thinking and problem-solving capabilities;
• Ability to use de-escalation skills to diffuse and manage stressful and fluid situations;
• Ability to promote and follow Board of Education policies, building and department procedures;
• Ability to communicate and interact and work effectively and cooperatively with people from diverse ethnic and educational backgrounds;
• Ability to recognize the importance of safety in the workplace, follow safety rules, practice safe work habits, utilize appropriate safety equipment and report unsafe conditions to the appropriate administrator.

 
MATERIALS AND EQUIPMENT OPERATING KNOWLEDGE:

• Operating knowledge of and experience with personal computers and peripherals;
• Operating knowledge of and experience with office software such as Google Suite, and Office word processing, spreadsheets, and email;
• Operating knowledge of and experience with typical office equipment, such as telephones, copier, fax machine, etc.;
• Operating knowledge of the District’s Information System software (IFAS) within 60 days of hire;
• Operating knowledge of student tracking database and website administrative software required within 60 days of hire;
• Operating knowledge of maintenance, supply ordering, and mail systems within 30 days of hire.

Salary & Benefits:
View all salary schedules for the current school year at: https://d51schools.org/employment/job_opportunities/salary_schedules 
Information regarding D51 Benefits can be found here: https://www.d51schools.org/employment/job_opportunities/employee_benefits