Registrar/Counseling Secretary Job at West Valley School District in Yakima

Overview

WEST VALLEY SCHOOL DISTRICT #208
REGISTRAR/COUNSELING (HS) SECRETARY

Purpose Statement: The job of Registrar/Counseling Secretary is done for the purpose of providing secretarial support to the Counseling Department; maintaining student records and files; communicating information to authorized parties in compliance with established policies; and supporting the counselor’s activities related to the registration of students and maintenance of student records and files.

Responsibilities

• Compiles data from a variety of sources for the purpose of complying with legal and/or administrative requirements.
• Maintains a variety of manual and electronic documents, files and records (e.g., grades, student information, course catalog, transcripts) for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines, state reporting and legal requirements.
• Performs enrollment and withdrawal activities (e.g., enrollment paperwork, monthly enrollment counts, withdrawal grades/paperwork) for the purpose of ensuring compliance with financial, legal, state or federal requirements.
• Performs record keeping and clerical functions (e.g., copying, faxing, scheduling, correspondence, permission forms) for the purpose of supporting Counseling Department.
• Processes a variety of documents and materials (e.g., transcripts, job verifications) for the purpose of providing required information in response to requests from students, other districts, colleges/universities and/or employment agencies.
• Prepares standardized documents, reports and other written material (e.g., report cards/grades, class schedules, form letters, students list) for the purpose of communicating information to school and district personnel, the public, state officials, etc.
• Responds to inquiries from a variety of internal and external parties (e.g., staff, parents and/or students, other educational institutions, the public) for the purpose of providing information, facilitating communication and/or providing direction.
• Serves as resource to students, parents, staff, and/or organizations for the purpose of interpreting and conveying information relating to district procedures.
• Supports counseling office personnel (e.g., greeting visitors, answering phones, scheduling meetings, information gathering) for the purpose of assisting in meeting staff needs and efficiently utilizing personnel, equipment and facilities.
• Processes transcripts of incoming students for the purpose of transferring grades and credit hours into the student information system.
• Assists in developing master class schedule and maintaining the course catalog in the student information system for the purpose of ensuring accurate institutional records.
• Attends and/or facilitates department meetings/workshops for the purpose of conveying and/or gathering information required to perform job functions.
• Researches discrepancies in student records for the purpose of verifying graduation status and ensuring the accuracy of information.
• Verifies student related data (e.g., grades, information) for the purpose of ensuring the accuracy of the student records.

Other Functions

• Assists other personnel as may be required for the purpose of supporting them in the completion of the work activities.

Qualifications

Job Requirements: Minimum Qualifications

Skills, Knowledge and Abilities

• SKILLS are required to perform multiple, non-technical tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skills required to satisfactorily perform the functions of the job include: operating standard office equipment including utilizing pertinent software applications; customer service skills to include patience and understanding of sensitive matters handled in the workplace; and preparing and maintaining accurate records.
• KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and solve practical problems. Specific knowledge required to satisfactorily perform the functions of the job includes: business telephone etiquette; pertinent software applications; common office machines; office methods and practices; pertinent laws and policies related to enrollment and academic requirements; district and community activities and culture.
• ABILITY is required to schedule a number of activities, meetings, and/or events; gather, collate, and/or classify data; and use basic, job-related equipment. Flexibility is required to work with others; analyze data utilizing defined but different processes; and operate equipment using standardized methods. Ability is also required to work with a diversity of individuals and/or groups; work with similar types of data, and utilize job-related equipment. In working with others, problem solving is required to identify issues and create action plans. Problem solving with data required independent interpretation of guidelines; and problem solving with equipment in limited. Specific abilities required to satisfactorily perform the functions of the job include: adapting to changing work priorities; working with frequent interruptions; communicating with diverse groups; maintaining confidentiality; meeting deadlines and schedules; working as part of a team; working with detailed information/data.

Bilingual Preferred

Responsibilities (continued)

Responsibilities include: working under limited supervision following standardized practices and/or methods; providing information and/or advising others; and operating within a defined budget. Utilization of some resources from other work units is often required to perform the job’s functions. There is a continual opportunity to have some impact on the District’s services.

Working Environment

The usual and customary methods of performing the job’s functions require the following physical demands: some lifting, carrying, pushing, and/or pulling; some stooping, kneeling, crouching, and/or crawling; and significant fine finger dexterity. Generally the job requires 60% sitting, 10% walking, and 30% standing. The job is performed under some hazardous conditions.

Experience

Job related experience is required.

Education

High School diploma or equivalent

Required Testing

Basic Skills Test

Certificates & Licenses

None Specified

Continuing Educ./Training

None Specified

Clearances

Criminal Justice Fingerprint/Background Clearance & Drug Screening