Secretary III- Central Office Receptionist/Registrar

Secretary III - Central Office Receptionist/Registrar

Department:     Administrative Department

Reports To:       Executive Director of Personnel

FLSA Status:     Non-Exempt

Salary:              N4, 260 days/8 hours; $42,070-$54,336

Work Hours:     8:30-5:00

2025-2026 Salary Scales:

GENERAL DEFINITION AND CONDITIONS OF WORK

This confidential clerical position assists division administrative staff by performing a variety of tasks including student enrollment and records, and provides positive public relations by prompt and courteous handling of all inquiries and visitors.

ESSENTIAL FUNCTIONS/TYPICAL TASKS

• Greets visitors and answers telephone, provides information; keyboards correspondence and related matters; prepares and maintains files and records;
• Serves as central office registrar; responds to all transcript requests and maintains scholastic records according to established regulations and procedures;
• Assists with the receipt of homeschool-related documents and special tuition payments;
• Performs general secretarial tasks including, but not limited to, producing letters, reports memorandums, etc.; makes photocopies, files, distributes mail, etc;
• Assists parents and guardians with general Infinite Campus inquiries;
• Answers correspondence as directed by division administrative staff;
• Assists the Personnel Department with scheduling of new hire appointments, as needed;
• Checks and reviews a variety of data and forms for accuracy, completeness, and conformance to established standards and procedures;
• Collects and prepares data for records and reports, as needed;
• Reserves rooms for division-level meetings in coordination with county government;
• Makes arithmetical calculations; requisitions supplies and materials for office and office copy equipment;
• Receives, routes, sorts, and processes mail;
• Performs multi-pragmatic tasks successfully;
• Maintains filing system as required by supervisor;
• Operates standard office equipment to include computer equipment, copiers, laminators, etc.;
• Maintains confidential information of office related information;
• Attends inservice training to improve skills and knowledge of office work;
• Takes all necessary and reasonable precautions to protect students, equipment, materials, and facilities;
• Complies with and supports school and division regulations and policies;
• Models non-discriminatory practices in all activities;
• Performs related tasks as assigned by supervisor in accordance with the school/policies and practices.

KNOWLEDGE, SKILLS AND ABILITIES

• Acute attention to detail is imperative.
• Knowledge of school and division policies and procedures is preferred.
• Excellent communication and organization skills are required.
• General knowledge of standard office practices, procedures, equipment and secretarial techniques; thorough knowledge of business English, spelling and arithmetic; ability to word process accurately; ability to make arithmetical calculations; ability to meet the public effectively; ability to operate a variety of office equipment; skill in the use of office computer equipment; ability to establish and maintain effective working relationships with others; ability to follow oral and written instructions.
• Proven ability to work effectively in a team environment.  Capable of effective planning and priority setting.  Ability to manage several complex projects simultaneously while working under pressure to meet deadlines.
• Computer proficiency and technical aptitude with the ability to utilize Infinite Campus, MS Excel, Word, and Google Suite applications is required. Ability to learn various software packages pertinent to the operations of the school division.
• Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form.  Ability to deal with problems involving several concrete variables in standardized situations.
• Ability to read, write and interpret procedure manuals.  Ability to read and write routine reports and correspondence.

EDUCATION AND EXPERIENCE

Candidate must possess any combination of education and experience equivalent to graduation from high school including or supplemented by courses in office practices and procedures and clerical and secretarial experience. Preference will be given to candidates with office experience in a school/school division setting.

PHYSICAL DEMANDS/REQUIREMENTS

This is sedentary work requiring stooping, kneeling, crouching, reaching, pulling, routine lifting up to approximately 20-30 pounds, grasping, and repetitive motions; vocal communication is required for expressing or exchanging ideas by means of the spoken word, and conveying detailed or important instructions to others accurately, loudly, or quickly; hearing is required to perceive information at normal spoken word levels, and to receive detailed information through oral communications and/or to make fine distinctions in sound; visual acuity is required for operation of computers.

EVALUATION

The Executive Director of Personnel will evaluate performance on the ability and effectiveness in carrying out the above responsibilities.

Salary : $42,070 - $54,336