Site Secretary/Registrar West Middle School

Ponca City Public Schools

Job Description

 Registrar-West Middle School

Date:                                July 1, 2016

Reports to:                      Principal, Assistant Principals

Supervises:                     N/A

Qualifications:               High School Diploma or Equivalent

      At Least (1) Year of Office Experience

Job Goal:                         Serves as confidential secretary to the principal and assistant

      principals and as a facilitator for the school public being served by  

      the business office.

Employment Terms:    10 Months, 8 hours per day

                                             7:30 A.M. – 4:30 P.M., exclusive of a lunch

                                             Occasionally, special arrangements may be made with the      

                                             supervisor if the situation warrants. Supervisor approval is required

                                             if the contract day varies.    

FLSA Classification:     Nonexempt

Evaluation:                     Annually by Building Principal

Physical Demands:       This is an overview intended for compliance with the ADA – it is not an exhaustive list of the duties to be performed.  Reasonable accommodations may be made to enable individuals to perform the essential functions of a specific position.

Regular Requirements: Sit for extended periods; twist at the neck and trunk; bend and reach at, below and above shoulder level, repetitive use of fingers and hands to grasp and/or operate equipment; lift/move up to 15 pounds

Occasional Requirements: Walk, reach with hands and arms overhead, above shoulder and horizontally; lift/move up to 25 pounds

Visual Requirements: Close, color, peripheral, depth perception, ability to adjust focus

Hearing/Speaking Requirements: Adequate to exchange information

Essential Duties and Responsibilities:

1. Makes and receives telephone calls, takes messages, and routes calls.
2. Handles all purchase orders through the activity accounts and general fund.
3. Reviews requests for purchases, issues purchase orders, and verifies authorized invoices associated with student activity funds.
4. Collects and deposits all monies (activity funds, book refunds, and fundraisers).
5. Ensures timely entry of all activity data.
6. Makes all activity deposits, withdrawals, and refunds as needed.
7. Maintains accurate account information for each activity and general account.
8. Handles all payments (enrollment fees, book covers, agendas, etc.)
9. Oversees fax machine, all building copy machines, and laminating machine.
10. Coordinates the maintenance of school vending machines.
11. Types correspondence, letters, and memos.
12. Proofreads and enhances the appearance of site newsletter.
13. Copies and mails newsletter.
14. Maintains record of all student holds.
15. Prepares daily deposit for pickup.
16. Prepares daily deposit summary.
17. Works with Central Registration during the summer.

1. Performs all other tasks as supervisor may assign.