What are the responsibilities and job description for the Guidance Secretary / Registrar position at Franklin County Schools?
• Ability to navigate the student management software; very comfortable using technology;
• Considerable knowledge of modern office practices and procedures with specific Ability to verify incoming records, maintain a complete record system and assemble and reference to records management, school curriculum, and course credit system;
• Ability to organize data and prepare reports from such records;
• Ability to work independently and to exercise tact and sound judgment in working with confidential information;
• Ability to make student referrals to appropriate school personnel, make decisions in accordance with established policies and procedures, and maintain clerical records and prepare reports; and
• Ability to work effectively with students, administrators and instructional staff, and other schools.
1. Registers new students, verifies residency, requests records, assists withdrawing students, and sends records as needed, working directly with school counselors; contacts and/or corresponds with other schools or agencies to complete student registration and records, as needed.
2. Maintains student records, related school records, transcripts, reports, databases, and correspondence records as needed; collects immunization forms, if and when necessary; performs tasks and duties required to complete student records.
3. Maintains records efficiently; may be subpoenaed about student grades; must be familiar with divorce decrees, custody orders, DHS notifications, McKinney Vento Act (rights of homeless families), the rights of ELL (English Language Learners) families and other legal documents. Must work as needed with DHS, local school advocate, and other outside agencies. Understands the importance of Special Education and ELL records. SSA (Social Security Administration) requests must be completed in a timely manner.
4. Accurately maintains information related to student enrollment, promotion, retention, dropout, and graduation as applicable; updates and purges student permanent records as required.
5. Compiles and prints class rosters at the direction of the principal; forwards transfer grades to teachers; completes grade reports, requests verifications and distributes such as needed; changes grades at the end of the term only as requested by teachers and/or approved by the principal. Prepares report cards and transcript requirements.
6. Maintains confidential student files and records related to grades and test results; maintains appropriate confidentiality regarding school/workplace matters; maintains current knowledge of legal requirements for protecting student information.
7. Assists with athletic eligibility if, and when, needed.
8. Performs duties in a courteous and professional manner; meets, greets, and deals effectively with the general public, staff members, students, parents, administrators, and other contact persons using tact and good judgment; assists parents and/or school personnel in obtaining needed documentation, verifications, transcripts, or records for meetings, projects, planning or legal proceedings; exhibits interpersonal and collaboration skills when working with all groups.
9. Reports potential problems, unusual events, or work irregularities to appropriate administrative or supervisory personnel; responds to inquiries, requests, constructive feedback, concerns and/or complaints in a timely and positive manner.
10. Assists when needed, with routine office and/or clerical tasks to support activities of the school - specifically counselors, principal, or other administrators.
11. Attends staff meetings as required. Attends called trainings and professional development as required.
12. Demonstrates support for the school system and its vision, goals, and priorities.
13. Adheres to school system rules, administrative procedures, local board policies, and state, federal, and local regulations.
14. Reports absences and takes leave in accordance with board policies and procedures.
15. Performs any other duties as assigned by the principal or designee.
To ensure the safety and welfare of students and staff, the district shall require criminal history background checks and fingerprinting of applicants for teaching positions and any other positions that require proximity to children.
Additionally, satisfactory results from a required pre-employment drug screen as well as checks with various state/federal registries are required before an applicant is actually employed by Franklin County Schools.
