Secretary (Registrar) - Danville High School

NOTICE OF VACANCY

June 3, 2026

Location

• Danville High School

Effective

• July 1, 2026

General Qualifications

• High school diploma required; Associate degree preferred
• At least two years of school secretary experience preferred
• Demonstrated working knowledge of employee information systems preferred
• Demonstrated working knowledge of computer applications, including word processing, spreadsheets, database management, email, internet searching, and computer file management
• Demonstrated working knowledge of fundamental office skills, including basic bookkeeping, filing, phone etiquette, proofreading, and typing/keyboarding skills
• Demonstrated effective public speaking skills, interaction skills, and problem-solving skills
• Demonstrated success in working independently
• Demonstrated willingness to quickly and thoroughly learn and successfully utilize systems and processes
• Demonstrated eagerness to seek and utilize technology to increase efficiency, accuracy, and compliance
• Demonstrated excellent customer service skills

Essential Job Responsibilities

• • Process new students
    1. Collect applicable transcripts
    2. Enter grades, GPA, demographic information, etc., into student management system
    3. Complete permanent and temporary files and enrollment cards
    4. Distribute student information, i.e., transcripts, to appropriate guidance counselor(s)
    5. Distribute petition folder to appropriate departments
  • Process student transfers
    1. Clear attendance record with attendance secretary
    2. Gather education records and health records; complete transfer records request
    3. Document transfer of information and file as withdrawn
    4. Submit information to Daily Digest – Withdrawals
  • Process student withdrawals, homebound, resident enrolled out
    1. Clear attendance record with attendance secretary
    2. Make proper notations in student management system – Homebound, Resident Enrolled Out, or Withdrawn
    3. Print records and notate withdrawal prior to pulling CUM from active and filing as withdrawn.
    4. Track credits earned and update transcripts when applicable

• • Distribution of Student Records
    1. Keep current with Family Educational Rights and Privacy Act (FERPA) and the Illinois Student Records Act
    2. Abiding with FERPA and Illinois Student Records Act, appropriately fill records requests including, but not limited to:  
       • Probation – transcripts, discipline, attendance
       • Center for Children’s Services – records requested
       • Public Assistance – verification of enrollment
       • Catholic or Lutheran Social Services – records requested
       • Social Security/Disability Determination – complete forms for students, send requested information to SSI, health records, etc.
       • Child Support – complete form
       • DCFS – records requested
       • DACC for GED – send withdrawal letter upon request
       • Create enrollment and withdrawal letters per parent requests
       • Request official transcripts
       • Request student health records
• • Virtual Schools, i.e., Illinois Virtual School
    1. Enter and process enrollment requests
    2. Monitor student accounts and post grades to transcripts
  • Student Schedules
    1. Schedule all courses as requested, i.e., Credit Recovery, alternative school, and summer school
    2. Maintain summer school records for Danville High School and the alternative school programs, i.e., Kenneth D. Bailey Academy
  • Semester Closing
    1. Add physical education waivers
    2. Process audits and retakes for higher grades
    3. Schedule and enter grades for Middle College and Middlefork
    4. Compute GPA and student rank
    5. Process grade change requests
    6. Run and post Honor Roll
  • Graduation
    1. Order diploma covers
    2. Confirm the correct spelling of each graduate’s name (double check birth certificates)
    3. Order diplomas
    4. Prepare the graduation ceremony marching list
    5. Maintain row charts; pack diplomas in sync with row charts
    6. Send final transcripts to colleges as requested
  • Reports
    1. Prepare and submit monthly enrollment reports to the Assistant Superintendent
    2. Prepare end-of-year for the State report card
    3. Print and make appropriate adjustment cohort report
    4. Prepare and verify freshman on-track records
    5. Run reports as requested by guidance counselors and administrators

   

• • Registration
    1. Assist those new to District 118 with paperwork and gathering of student records
  • Summer Duties
    1. Determine retentions and promotions upon completion of summer school
    2. Box graduate CUMS; ship to Administrative Service Center
    3. Affix graduates’ final transcripts to enrollment cards
  • Miscellaneous
    1. File Social Security forms and forward cessation of attendance forms when students withdraw
    2. Complete student insurance forms; distribute appropriately
    3. Update student transcripts including, but not limited to:
       • ACT scores
       • Constitution – pass/fail
    4. Assist guidance counselors
  • Maintain standards specified in Professional Performance Expectations for District 118 Employees

Reports to

• Building Administrator or designee

Terms of Employment

• 237-day position; wages, hours, terms, and conditions of employment in accordance with the Collective Bargaining Agreement between the Board of Education and the Danville Education Association

To Apply

• External Applicants:  To be considered, applicants must complete an online application packet including a letter of specific interest and a resume.
• District No. 118 Employees: If you are qualified for this position, please complete an online application packet including a letter of specific interest and a resume. If this is a lateral position, please submit a completed Intra-District transfer form to Human Resources.
• A minimum of three references must be included on the application - one character reference and two former supervisors or evaluators.

Professional dress is required.

Kimberly D. Pabst

Director of Human Resources

Danville Community Consolidated School District No. 118

110 East Williams Street, Danville, IL  61832

Phone: (217) 444-1050, Fax: (217) 444-1052

Email:  pabstk@danville118.org

An Equal Opportunity Employer

June 3, 2026