Secretary II/ Registrar

Job Description

JEFFERSON COUNTY SCHOOLS

Job Description

POSITION TITLE: Secretary II/High School Registrar, School Counseling

Posting Notes: M - F, 7:30 A.M. - 3:00 P.M., 240 days

MINIMUM

QUALIFICATIONS: High School Diploma or GED

IMMEDIATE

SUPERVISOR: Principal of School

EMPLOYMENT

TERM: Minimum 200 days annually, pursuant to WV Code §18A-4-8. This position is 240 days.

SALARY: Pursuant to WV Code §18A-4-8a, in accordance with Jefferson County Salary Scale, commensurate with experience and education level

EVALUATION: Performance in this position will be evaluated annually by the building principal/immediate supervisor and in accordance with WV State Code §18A-2-12, WV State Board Policy 5314, and JCBOE's Evaluation Policy for Service Personnel

JOB SUMMARY: This serves as a Secretary II with additional Registrar duties within School Counseling. Registrar duties may be shared with School Counselors and Clerks at specific schools and as assigned by building admininstrator.

PERFORMANCE RESPONSIBILITIES:

Maintains positive work habits:

• Observes assigned work schedule.
  
• Is punctual and accurate with reports.
  
• Complies with county/school policies and regulations.
  
• Completes required tasks with a minimum of supervision.
  
• Keeps work environment and equipment well-kept and free.
  
• Is cooperative and willing to work as part of a team.
  
• Demonstrates tact and self-control.
  
• Practices good public relations.
  
• Dress is appropriate and conforms to safety standards.

Performance:

• Demonstrates good judgment.
  
• Resolves problem situations with minimal assistance from the supervisor.
  
• Practices responsibilities in care and use of equipment.
  
• Is responsive to the directions and/or suggestions of the immediate supervisor.
  
• Exercises good judgment during unusual situations.

Professional Development:

• Keeps current with West Virginia laws and regulations.
  
• Participates in job-related training.

Specific Assignment Responsibilities:

• The Guidance Secretary is responsible for all correspondence, filing, typing and recording for all counselors.
  
• Maintain files all active enrollment at and all records of former students.
  
• Create, provide, and distribute schedules to teachers. Request transcripts and complete permanent records for new students.
  
• Prepare transcripts for college-bound students and those seeking employment at the high schools. All schools prepare transcripts for students transferring to other schools.
  
• Prepare senior directory at the high schools to include student's name, parents' name and address.
  
• Prepare bulletins to teachers and students concerning: l. Scholarships; 3. Career Track Opportunities; College Information; and 5. Visitation from various colleges, business and military organizations.
  
• Assist the counselors with the withdrawal process, which includes pulling permanent record card, schedule, enrollment card and cumulative folder from the active file, recording date and reason for the withdrawal and filing these in the inactive file.
  
• Prepare dropout forms for WVDE and send to County Office.
  
• Record all test results on each student's test card. (Junior State-County Test, PSAT, SAT, ACT and ASVAB)
  
• Prepare personal identifiable information on each student, distribute them to the teachers for corrections and then update in WVEIS. Documentation is then filed at the school.
  
• Complete forms (insurance, social security, military, etc.), letters for verification of attendance and birth dates.
  
• Collect materials and work directly with school nurse to review immunization records.
  
• May notify teachers and collect homework for students who are ill if needed.
  
• Initiate and complete where appropriate work permits at the high schools or for eighth graders.
  
• Prepare list of graduating seniors, order diplomas and package diplomas in order for ceremony at high schools.
  
• Pull report from WVEIS to create honor roll lists when appropriate at specific school location.
  
• Prepare programs and certificates for Awards Assembly, where appropriate.
  
• Oversee the finalizing student records, retention information, transcripts, filing, and reports at end of year. Clerks and teachers may provide support depending on school location.
  
• Prepares WVEIS next year line for ensuing school years.
  
• Send final transcripts on all graduating seniors to each institution of their choice at the high schools
  
• Making sure that all records required for students are received and entered/filed properly.
  
• Enrolling all students, checking for required documentation, verifying proof of residency, entering required information into WVEIS, obtaining transcripts from previous schools if transferring.
  
• Obtaining birth certificates and verifying they are correct, providing information on how to obtain official birth records.
  
• Responsible for providing any WVEIS data or MS Excel reports that is requested from the Registrar.
  
• Uses process checklists generated for Registrars/Counselors to ensure consistency across the district and to provide understanding on what procedural requirements need to be met.

QUALIFICATIONS 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.

High School diploma or equivalent, pursuant to WV Code §18A-2-5; Criminal background check conducted pursuant to WV Code §18-5-15c; Meet the definition of "Qualifications" in WV Code §18A-4-8b; demonstrated competency, pursuant to WV Code §18A-4-8e (state-approved competency test), as required. 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.

Required Knowledge, Skills and Abilities:

• Knowledge of office procedure and equipment.
  
• Knowledge of correct English usage, spelling and punctuation.
  
• Knowledge of the form, composition and punctuation of business letters, minutes, reports, charts and numerical materials.
  
• Knowledge of basic arithmetic calculations.
  
• Skill in typing correspondence, reports and forms.
  
• Ability to learn the procedures, policies, programs and organization of the school and county.
  
• Ability to establish and maintain filing systems and office records.
  
• Ability to follow complex oral and written instructions.
  
• Ability to give routine information to public in a pleasant and courteous manner.
  
• Ability to analyze office procedures and make corrective recommendations.
  
• Ability to perform bookkeeping.
  
• Employee is expected to keep current in the operation of machines and proper office procedures.
  
• Ability to handle confidential information.

PHYSICAL DEMANDS: The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee frequently is required to walk, use fingers, tools and/or controls. The employee is occasionally required to stand and reach with hands and arms. Specific vision abilities required by this job include close vision, color vision, and depth perception. Occasionally the employee will lift up to 50 pounds such as to lift files and paper.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in this work environment is usually quiet to loud (40- 90 dB) depending on the assignment of the position. The employee continuously is 4 interacting with the public, students and staff.

The information contained in the job description is for compliance with the Americans with Disabilities Act (ADA) and is not an exhaustive list of duties performed by this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned by the Superintendent or his/her designee.