50% Registrar & 50% Second Secretary Position

Winston-Salem Forsyth County Schools•Winston-Salem, NC

About The Position

Registrar - 50% FUNCTIONAL PURPOSE The purpose of this position is to enroll/dis-enroll students as well as maintain accurate electronic and physical student records. DUTIES AND RESPONSIBILITIES: Enroll new or transferring students along with essential data regarding parental information. File, pull, or print student records as requested by guidance staff, principal, or teachers Assist with transferring students to other schools by ensuring proper documentation and file maintenance in student information system. Provide transcripts and grade cards upon graduation and upon request. Maintain database of former students. Prepare reports, memos, and assist with other clerical/ administrative duties as needed to provide an efficient working environment to meet student and school facility needs Answer telephone, greet visitors, and respond to requests for information according to guidelines outlined by district policy and FERPA. Compile information upon request related to subpoenas or other criminal justice/ social service requests that include, but are not limited to, academic information, attendance, discipline, and other types of student information maintained by the district as directed by district policy and FERPA. Order diplomas, certificates, and other student documents and verifies accuracy of printed information on documents. Attend and participate in guidance meetings. Performs other related duties as assigned. REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES: Ability to multitask and prioritize. Ability to adapt and learn a variety of student information system computer programs to input and retrieve student data. Ability to translate school policy to students and parents Ability to maintain student information in a discrete and professional manner in accordance with district policy and FERPA Ability to enter and maintain accurate records with few errors. Ability to communicate clearly orally as well as in written and electronic formats. Ability to interact with the public and staff members in a courteous and professional manner. Proficient in using computer systems and software, including Microsoft Office: Word, Excel, PowerPoint, and Google Docs. Knowledge and understanding of policy and procedures when dealing with confidential student records and school data. Knowledge of legal/policy requirements for enrollment. EDUCATION AND EXPERIENCE REQUIREMENTS: Minimum: High school diploma or equivalency Desirable: High school diploma and two years’ administrative work experience within public school system. Pay Grade 61 - Pay Rate $1,419.32 Monthly - 50% Part-Time Position PHYSICAL WORK DEMANDS: PHYSICAL ACTIVITY FREQUENCY C - Constant F - Frequent O - Occasional I - Infrequent NR - Not Required PHYSICAL ACTIVITY FREQUENCY C - Constant F - Frequent O - Occasional I - Infrequent NR - Not Required Climbing/Balancing I Lifting/Carrying O up to 30 lbs. Crawling/Kneeling I Grasping/Twisting O Walking F Reaching F Running I Pushing/Pulling O Standing F Fingering/Typing F Sitting F Driving F requires driving car between sites Others: In compliance with Federal Law, Winston-Salem/Forsyth County Schools administers all education programs, employment activities and admissions without discrimination against any person on the basis of sex, race, color, religion, national origin, age, or disability. ________________________________________________________ 50% ASA II - Second Secretary FUNCTIONAL PURPOSE The purpose of this position is to provide administrative, clerical, and patron support to school building administrative offices. DUTIES AND RESPONSIBILITIES: Answer and initiate phone calls to respond to parent questions regarding their children, school events, closings, and other matters related to the operations of the school building as well as transfer phone calls to appropriate staff members. Perform general clerical duties including assisting with maintaining functionality of office equipment, distribution of Interoffice and USPS mail, typing correspondences, editing documents, making copies, send and receive fax transmissions, laminating, and conducting inquiries into student matters as directed. Assist with planning and coordinating activities for special events. Coordinate or relay information regarding changes to student transportation to drop off location. Dispense and provides controls or safeguards to student medication as directed by district policy, building administrator, and/or physician guidelines. Assist with student attendance matters such as tardy students, students who are going home sick, or those who need to be checked out early due to appointments or personal matters. Prepare students for enrollment or withdrawal by collecting necessary documents and contacting assigned teachers and staff members. Assist guests, volunteers, and substitute teachers by providing information about the school building and operations and giving school tours or assisting in other areas to provide excellent service to building guests. Utilize student information system software to enter information regarding student discipline or changes in student information. Performs other related duties as assigned. REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES: Ability to communicate clearly orally and in written and electronic formats. Ability to problem-solve and think analytically while managing multiple tasks. Ability to prioritize work activities and meet predetermined deadlines. Ability to use basic math skills to add, subtract, divide and multiply. Ability to demonstrate patience and compassion when dealing with students and/or parents and their personal and education needs. Proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint). Ability to develop and maintain effective working relations with staff members and patrons. Skill in organizing materials and information, electronically or physically, to allow for efficient retrieval. Knowledge of Family Educational Rights Privacy Act (FERPA) regulations and how they may apply to sharing student information with various stakeholders who may be requesting information. EDUCATION AND EXPERIENCE REQUIREMENTS: Minimum: High School Diploma/GED plus two years general office work experience or Associates Degree in Office Administration, Business, or 60 college credit hours, or equivalent combination of education and experience. Preferred: Associates Degree in Office Administration, Business, or 60 college credit hours PLUS two years general office work experience Pay Grade 58 - Pay Rate $1,419.32 Monthly - 50% Part-Time Position When applying, please make sure to include all prior experience in your application. Please provide at least two references. One must be the current or most recent supervisor and the other a previous supervisor.

Requirements

Ability to multitask and prioritize.
Ability to adapt and learn a variety of student information system computer programs to input and retrieve student data.
Ability to translate school policy to students and parents
Ability to maintain student information in a discrete and professional manner in accordance with district policy and FERPA
Ability to enter and maintain accurate records with few errors.
Ability to communicate clearly orally as well as in written and electronic formats.
Ability to interact with the public and staff members in a courteous and professional manner.
Proficient in using computer systems and software, including Microsoft Office: Word, Excel, PowerPoint, and Google Docs.
Knowledge and understanding of policy and procedures when dealing with confidential student records and school data.
Knowledge of legal/policy requirements for enrollment.
Ability to communicate clearly orally and in written and electronic formats.
Ability to problem-solve and think analytically while managing multiple tasks.
Ability to prioritize work activities and meet predetermined deadlines.
Ability to use basic math skills to add, subtract, divide and multiply.
Ability to demonstrate patience and compassion when dealing with students and/or parents and their personal and education needs.
Proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint).
Ability to develop and maintain effective working relations with staff members and patrons.
Skill in organizing materials and information, electronically or physically, to allow for efficient retrieval.
Knowledge of Family Educational Rights Privacy Act (FERPA) regulations and how they may apply to sharing student information with various stakeholders who may be requesting information.
High School Diploma/GED plus two years general office work experience or Associates Degree in Office Administration, Business, or 60 college credit hours, or equivalent combination of education and experience.

Nice To Haves

High school diploma and two years’ administrative work experience within public school system.
Associates Degree in Office Administration, Business, or 60 college credit hours PLUS two years general office work experience

Responsibilities

Enroll new or transferring students along with essential data regarding parental information.
File, pull, or print student records as requested by guidance staff, principal, or teachers
Assist with transferring students to other schools by ensuring proper documentation and file maintenance in student information system.
Provide transcripts and grade cards upon graduation and upon request.
Maintain database of former students.
Prepare reports, memos, and assist with other clerical/ administrative duties as needed to provide an efficient working environment to meet student and school facility needs
Answer telephone, greet visitors, and respond to requests for information according to guidelines outlined by district policy and FERPA.
Compile information upon request related to subpoenas or other criminal justice/ social service requests that include, but are not limited to, academic information, attendance, discipline, and other types of student information maintained by the district as directed by district policy and FERPA.
Order diplomas, certificates, and other student documents and verifies accuracy of printed information on documents.
Attend and participate in guidance meetings.
Answer and initiate phone calls to respond to parent questions regarding their children, school events, closings, and other matters related to the operations of the school building as well as transfer phone calls to appropriate staff members.
Perform general clerical duties including assisting with maintaining functionality of office equipment, distribution of Interoffice and USPS mail, typing correspondences, editing documents, making copies, send and receive fax transmissions, laminating, and conducting inquiries into student matters as directed.
Assist with planning and coordinating activities for special events.
Coordinate or relay information regarding changes to student transportation to drop off location.
Dispense and provides controls or safeguards to student medication as directed by district policy, building administrator, and/or physician guidelines.
Assist with student attendance matters such as tardy students, students who are going home sick, or those who need to be checked out early due to appointments or personal matters.
Prepare students for enrollment or withdrawal by collecting necessary documents and contacting assigned teachers and staff members.
Assist guests, volunteers, and substitute teachers by providing information about the school building and operations and giving school tours or assisting in other areas to provide excellent service to building guests.
Utilize student information system software to enter information regarding student discipline or changes in student information.