2026-2027 SY - Secretary (203 Contract Day) - Secondary

About the role

Works with the school counseling department to maintain and supervise records on present and former students. Maintains good public relations with students, staff, administration and other agencies and institutions who may request records.

Responsibilities

• Create, request and maintain transcripts on all present and former students; treat records confidentially per district, local, state, and federal privacy laws.
• Prepare, log and mail out official student transcripts.
• Request transcripts from other schools; log date requested and date received.
• Upon receipt of transcripts for a new student, evaluate courses and credits, begin a cumulative folder and transcript card.
• Prepare transcripts for incoming freshmen at the beginning of their first semester (high schools only).
• Make a copy of each transcript for the counselor's office; keep all official transcripts in the registrar's office.
• At the close of each grading period, collect grade sheets from teachers, check for errors, prepare grade sheets for generating report cards.
• Upon completion of report cards, deliver them to teachers for distribution.
• Keep grade sheets and copies of report cards on file in the registrar's office.
• Take phone calls from colleges, Armed Forces, other institutions, prospective employers, and law enforcement agencies regarding student records.
• Work with counseling secretary to give clerical assistance to the counseling office.
• Upon student withdrawal, receive signed withdrawal form with grades and fines, post fines to transcript, pull transcript and copies, file in dead file for possible reactivation.
• Assist seniors and former students in sending transcripts to colleges and universities upon request (high schools only).

Requirements

• Knowledge of basic mathematics (addition, subtraction, multiplication, division).
• Basic use of Microsoft Office Excel spreadsheet program.
• Basic problem solving.
• Familiarity with modern office equipment, including computers.
• Basic understanding of Microsoft Office Software Suite.
• Basic clerical procedure, methods, and computer equipment.
• Principles and procedures of filing.
• Modern office procedures.
• Basic record keeping.
• Awareness of cultural diversities of the local area.
• Ability to perform general clerical work including maintaining files.
• Ability to operate standard office machines including a computer.
• Ability to understand and follow oral and written instructions.
• Ability to communicate clearly and concisely, both orally and in writing.
• Ability to compute rate, ratio, and percent and to draw and interpret bar graphs either manually or using Microsoft Office Excel.
• Maintain physical condition appropriate to performing assigned duties (moderate to heavy lifting, standing/walking long periods, stooping/bending).
• Maintain mental capacity for effective interaction and communication.
• Understand and respect cultural diversities, and Native American traditional beliefs and practices, of students and their families.

Qualifications

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

• Experience: Office experience preferred but not required.
• Education: High School Diploma or equivalency.

Work Environment: On‑site attendance is mandatory. Working conditions involve working with computers, maintaining the same work schedule as teachers (or a supervisor‑established