Secretary (Registrar) - Danville High School

Danville School District 118•Danville, IL

1d•Onsite

About The Position

This position is for a Secretary (Registrar) at Danville High School, with an effective start date of July 1, 2026. The role involves a wide range of administrative and record-keeping duties related to student enrollment, transfers, withdrawals, schedules, grades, and graduation. The secretary will be responsible for maintaining student records in compliance with FERPA and the Illinois Student Records Act, preparing various reports, and assisting with registration and summer school duties. This is a 237-day position with terms of employment governed by the Collective Bargaining Agreement between the Board of Education and the Danville Education Association.

Requirements

High school diploma required
Demonstrated working knowledge of computer applications, including word processing, spreadsheets, database management, email, internet searching, and computer file management
Demonstrated working knowledge of fundamental office skills, including basic bookkeeping, filing, phone etiquette, proofreading, and typing/keyboarding skills
Demonstrated effective public speaking skills, interaction skills, and problem-solving skills
Demonstrated success in working independently
Demonstrated willingness to quickly and thoroughly learn and successfully utilize systems and processes
Demonstrated eagerness to seek and utilize technology to increase efficiency, accuracy, and compliance
Demonstrated excellent customer service skills
Minimum of three references must be included on the application - one character reference and two former supervisors or evaluators.
Professional dress is required.

Nice To Haves

Associate degree preferred
At least two years of school secretary experience preferred
Demonstrated working knowledge of employee information systems preferred

Responsibilities

Process new students, including collecting transcripts and entering grades, GPA, and demographic information into the student management system.
Complete permanent and temporary student files and enrollment cards.
Distribute student information, such as transcripts, to appropriate guidance counselors.
Process student transfers, including clearing attendance records, gathering education and health records, documenting information transfer, and filing as withdrawn.
Submit withdrawal information to the Daily Digest.
Process student withdrawals, homebound, resident enrolled out, and make proper notations in the student management system.
Print records and notate withdrawal prior to pulling CUM from active files.
Track credits earned and update transcripts.
Maintain current knowledge of the Family Educational Rights and Privacy Act (FERPA) and the Illinois Student Records Act.
Appropriately fill record requests in accordance with FERPA and Illinois Student Records Act for various agencies and purposes.
Create enrollment and withdrawal letters per parent requests.
Request official transcripts and student health records.
Enter and process enrollment requests for Virtual Schools.
Monitor student accounts and post grades to transcripts.
Schedule all courses as requested, including Credit Recovery, alternative school, and summer school.
Maintain summer school records for Danville High School and alternative school programs.
Process audits and retakes for higher grades during semester closing.
Schedule and enter grades for Middle College and Middlefork.
Compute GPA and student rank.
Process grade change requests.
Run and post Honor Roll.
Order diploma covers and diplomas, confirming correct spelling of graduate names.
Prepare the graduation ceremony marching list and maintain row charts.
Pack diplomas in sync with row charts.
Send final transcripts to colleges as requested.
Prepare and submit monthly enrollment reports to the Assistant Superintendent.
Prepare end-of-year reports for the State report card.
Print and make appropriate adjustments to cohort reports.
Prepare and verify freshman on-track records.
Run reports as requested by guidance counselors and administrators.
Assist those new to District 118 with registration paperwork and gathering student records.
Determine retentions and promotions upon completion of summer school.
Box graduate CUMs and ship to the Administrative Service Center.
Affix graduates’ final transcripts to enrollment cards.
File Social Security forms and forward cessation of attendance forms when students withdraw.
Complete student insurance forms and distribute appropriately.
Update student transcripts, including ACT scores and Constitution pass/fail.
Assist guidance counselors.
Maintain standards specified in Professional Performance Expectations for District 118 Employees.