Administrative Secretary - Registrar

Salt Lake City School District•Salt Lake, UT

4d•Onsite

About The Position

The Administrative Secretary - Registrar provides a wide variety of complex and confidential administrative and secretarial support to the assigned administrator; provides effective communication with parents, students, and school administration; maintains student records and files, assists with required activities in the guidance department, oversees assigned site programs and activities; maintains automated student information system, and ensuring efficient implementation of assigned functions.

Requirements

Selected candidates must be fingerprinted and successfully pass a criminal background check.
High school or equivalent
Minimum of two (2) years of experience as a Secretary or Administrative Assistant
Proficient in Microsoft Office Suite, PowerPoint, Word, Excel, Office 365, and MS Forms
Speak, read, write, and present professionally, analyze, and interpret English written and verbal communications
Ability to operate standard office equipment, computer, phone, copy, and fax machine, etc.

Nice To Haves

Experience using PowerSchool, Business Plus, and Kronos
Experience performing standard bookkeeping
Experience maintaining the department website and other public-facing communications
Experience preparing and supporting meetings, taking accurate minutes
Proficiency in another language including the ability to read, write, speak, and understand

Responsibilities

Performs enrollment and withdrawal activities on the automated student information system and prepares and maintains permanent student records and cumulative folders for all students to ensure compliance with financial, legal, state, or federal requirements
Reviews established guidelines in evaluating incoming student transcripts to ensure their conformance with district grading, curriculum, and course credit systems
Process a wide variety of documents and materials (e.g., student registration, Title I and other academic processes, etc.) to disseminate information, ensure completion of department processes, and remain in compliance with administrative guidelines and regulatory requirements
Create and maintain a wide variety of manual and electronic documents, files, and records (e.g., grades, transcripts, student data, alumni data, Title I documentation, student enrollment records, etc.) to provide up-to-date information and historical reference under established administrative guidelines and legal requirements for the Guidance office and student records
Prepare a wide variety of reports, documents, and correspondence of a confidential and non-confidential nature (e.g., letters, memorandums, academic forms, periodic and ad-hoc reports, operational procedures, manuals, etc.) to document activities, meet educational requirements, provide written reference, and ensure compliance
Analyze data and research a variety of topics (e.g., current practices, policies, education codes, required enrollment processes, etc.), using basic math calculations, fractions, percentages, or ratios, to provide support and recommendations that address a variety of school sites, district departments, and requirements
Compile data from a wide variety of sources (e.g., student records, calendars, expenditures/budget, internet research, truancy reports, etc.) to prepare reports, make recommendations, and prepare information for the assigned administrator
Supports assigned administrative personnel to assist with academic functions and responsibilities
Work with budgets and maintain accurate financial records and payments for school finances
Assist a variety of departments (e.g., guidance office, etc.) in determining the type of complexity of student services to be offered
Process assigned work activities (e.g., ordering diplomas and certificates, etc.) by prioritizing schedules and assignments, monitoring processes to ensure competition within established guidelines
Communicate effectively with diverse individuals and groups of people while maintaining confidentiality and building positive working relationships with employees, students, and stakeholders
Respond to a wide variety of inquiries from internal and external parties (e.g., administration, faculty, parents, State of Utah, etc.) to provide information, facilitate communication and provide direction
Maintains school website and provides frequent updates for activities and announcements
Participate in meetings, workshops, and seminars as assigned to convey or gather information required to perform job functions
Take and transcribe minutes for department meetings to provide accurate recording of events
Support a team environment by collaborating with own and other work units to effectively perform the duties of the position
Work under limited supervision utilizing time-management and prioritization strategies while accurately processing detailed information and meeting deadlines
Adapt to changing work priorities and work with frequent interruptions, as required
As needed, roll, push, pull, bend, reach, stoop, kneel, crouch, crawl, and lift up to 30 pounds
Maintain regular and predictable attendance to fulfill job requirements efficiently and effectively
Perform other related duties as assigned to ensure the efficient and effective functioning of the work unit