AZTEC MUNICIPAL SCHOOL DISTRICT
Job Description
High School Registrar/Records Administrative Assistant
Job Summary
Serves as the secretary responsible for registration, student records, transcripts and master scheduling issues.
Reports To: Principal
Qualifications
- High School Diploma or equivalent
- Demonstrate Communications Skills
- Demonstrate Public Relation Skills
- Demonstrate Organizational Skills
- Demonstrate Computer Skills
- Ability to Perform Essential Job Functions
- Ability to Perform Job Task Requirements
- Must complete a finger-print background check
Desired Qualifications
- Knowledge of and experience with computer programs and the use of Power School attendance and data programs
- Background in receptionist duties
- Knowledge of and experience with Microsoft Office applications (Outlook, Power Point, Word, and Excel)
- Better than average recommendations from previous employers and/or other professionals familiar with the applicant’s personal characteristics, academic achievement and workplace performance
- Five years Experience (Related)
- Knowledge of Power School and Power Teacher
- Knowledge of Ivisions, Click Scan, Edgenuity, School Office Pro
- School Messenger
- Knowledge of Data Driven Instructional Practices and Professional Learning Communities
Essential Duties and Responsibilities
- Serve as the main secretary responsible for student records for past and present students
- Provide secretarial functions for the Administration and Staff
- Maintain updated and accurate student records
- Maintain cumulative files for past and present students
- Assist principal and counselors in the overall scheduling and master scheduling process
- Assist with the student registration scheduling and registration process
- Assist in the preparation of student transcripts
- Compile and prepare report cards
- Work closely with teaching staff on deficiency reports
- Prepare state reporting documents as required by administration
- Assist employees, parents and students with inquiries and concerns
- Create and input new course offerings into the computer
- Act as the main contact for the STARS reporting system
- Work with all parents and students on the process to check in and out of school
- Answer the telephone, take messages and send faxes
- Work with the counseling department closely on issues relating to scheduling and master scheduling
- Screen calls for the Principal and other administrators in the office
- Work with substitutes at the school when they report for their assignment
- Enter journal entries into the accounting system
- Work with parents and students on the enrollment and disenrollment process
- Assist the counseling department with scheduled appointments and the scheduling process as needed
- Follow oral and written directions
- Any and all other tasks as assigned by the Principal or his/her designee
- Calculate and distribute ineligibility GPA report
- Calculate Tiger Pride GPA report
- Manage all state and college testing materials when they arrive at AHS.
- Assign teachers and create room lists for all state testing dates
- Manage all Power School master user scheduler data
Supervisory Responsibilities
This position supervises the following positions: None
Confidentiality
Due to the sensitive nature of this position and access to financial information, the highest degree of confidentiality is required.
Qualification Requirements
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 eligible individuals with disabilities to perform the essential functions.
Education and/or Experience
Please see Qualifications
Communication and Language Skills
- Ability to read, analyze and interpret technical procedures and governmental regulations.
- Ability to assist with preparation of reports and correspondence.
- Ability to effectively present information and respond to questions from staff, peers and community.
Mathematical Skills
- Ability to work with basic mathematical concepts
Other Skills and Abilities
- Ability to establish and maintain effective working relationships with staff, peers and community
- Ability to communicate clearly and concisely.
- Ability to use computers and other technology to accomplish job responsibilities.
- Ability to perform tasks quickly and efficiently and follow verbal directions.
- Ability to work around congested areas.
- Ability to work a flexible work schedule around job responsibilities.
Analytical and Reasoning Ability
- Ability to define problems, collect data, establish facts and draw valid conclusions.
- Ability to interpret a variety of technical instructions in written, verbal or diagram form, and deal with abstract variables.
Temperaments
- Ability to teach others, work with people and influence people in their opinions, attitudes, and judgments.
- Ability to perform a variety of duties.
- Ability to work with people who express conflicting opinions.
- Ability to solve problems, make sound judgments and reach conclusions.
- Ability to express personal feelings professionally, and perform effectively under stress.
Physical Attributes
The physical demands described here 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 frequently required to stand, walk, talk or hear and use hands to finger, handle, type or feel. The employee may occasionally sit, climb or balance, stoop, kneel, crouch, or crawl and reach with hands and arms. Specific vision abilities required by this job include close vision and distance vision.
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 essential functions.
The noise level in the work environment is usually moderate. The employee must possess and maintain a current driver’s license. The employee is frequently required to interact with the public and other staff.
Certificates, Licenses
Must possess or be eligible to obtain a valid driver’s license.
Term of Employment
- Determined by school district calendar
- Salary per AMSD Salary Schedule
- Evaluation annually
Evaluation
Performance of duties will be evaluated at least annually in accordance with Aztec School Board Policy.
Physical Rating Level
This position will require the employee to function at a “Medium” physical capacity as defined by Worker’s Compensation Statutes. “Medium” physical capacity indicates the ability to lift up to 50 pounds occasionally or up to 25 pounds frequently.
Physical Requirement Details
Work Actions
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Finger Dexterity
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C
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Sitting
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F
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Standing
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F
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Walking
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F
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Repetitive Motions
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Hand
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Right: F
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Left: F
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Both: F
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Foot
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Right: F
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Left: F
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Both: F
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Grasping: Hand
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Right: F
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Left: F
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Both: F
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Fine Manipulation: Hand
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Right: F
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Left: F
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Both: F
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Use of Head and Neck
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Static
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F
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Flexing
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F
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Rotating
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F
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Work Positions
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Bending
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F
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Squatting
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F
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Crawling
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R
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Climbing
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F
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Reaching
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F
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Vision
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C
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Activities
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Unprotected Heights
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R
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Driving Automotive Equipment
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R
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Around Machinery
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R
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Temperature Extremes
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R
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Noise and Vibration
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R
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Hazards
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R
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Dust, Fumes, Odors, Chemicals
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R
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Balance and Coordination
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R
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Definitions: R = Rarely = 1% to 9% of a 7.5 hour work day
O = Occasionally = 10% to 33% of a 7.5 hour work day
F = Frequently = 34% to 66% of a 7.5 hour work day
C = Continuously = 67% to 100% of a 7.5 hour work day
The above statements are intended to describe the general nature and level of work expected. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of employees in this job classification.