High School Clerk (Substitute Coordination & Registrar Support)

Okemos Public Schools•Okemos, MI

About The Position

The High School Clerk provides essential administrative support to the school by coordinating daily substitute coverage, maintaining accurate substitute records, and assisting the Registrar with student records and enrollment-related responsibilities. This position requires strong organizational skills, attention to detail, confidentiality, effective communication, and the ability to respond quickly to changing daily needs.

Requirements

High school diploma or equivalent.
Previous experience in an administrative, clerical, school, or customer-service setting preferred.
Strong organizational and time-management skills.
Excellent written and verbal communication skills.
Ability to work effectively in a fast-paced environment and manage multiple priorities.
Strong attention to detail and accuracy.
Ability to maintain confidentiality when handling sensitive student and staff information.
Proficiency with standard office technology, including email, word processing, spreadsheets, and database systems.
Ability to establish and maintain positive working relationships with students, families, staff, substitutes, and administrators.

Nice To Haves

Previous experience working in a school or educational setting.
Experience with student information systems and/or substitute management systems.
Experience with student records, enrollment, scheduling, or registrar functions.
Knowledge of school office procedures and terminology.

Responsibilities

Coordinate daily substitute coverage for teachers and other staff members who are absent.
Monitor staff absences and determine appropriate substitute assignments based on building needs and established procedures.
Contact and communicate with substitute teachers regarding assignments, schedules, locations, and other necessary information.
Maintain accurate records of substitute assignments and daily coverage.
Assist with securing substitute coverage when scheduled substitutes cancel or are unavailable.
Communicate changes in coverage assignments to appropriate staff members and administrators.
Prepare and distribute daily substitute information, including schedules, classroom assignments, and necessary materials.
Maintain and update substitute teacher information and availability.
Assist with onboarding and providing information to new substitute staff as needed.
Respond to questions and concerns from staff and substitutes related to daily coverage.
Work closely with building administration and the main office to address unexpected staffing needs.
Assist the Registrar with maintaining accurate and up-to-date student records.
Assist with student enrollment, withdrawals, transfers, and related documentation.
Enter and update student information in the student information system.
Assist with processing transcripts, records requests, and other student record documentation.
Help maintain cumulative files and ensure student records are organized and properly maintained.
Assist with scheduling-related record updates and other duties as assigned.
Support the preparation and distribution of student records and documentation in accordance with district procedures.
Maintain confidentiality of student and family information in compliance with district policies and applicable laws.
Provide courteous and professional customer service to students, families, staff, substitutes, and visitors.
Answer phones, respond to emails, and direct questions or concerns to the appropriate staff member.
Assist with general clerical duties, including filing, copying, data entry, correspondence, and record maintenance.
Maintain accurate and organized electronic and paper files.
Assist with building-wide administrative projects and special assignments as needed.
Work collaboratively with school office staff and administrators to support efficient daily operations.
Perform other duties as assigned by building administration.