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

203 contract days, 7.5 hours per day at Tohatchi Middle School (secondary work location).

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, treating records with confidentiality and adhering to district policies, local and state laws, and federal laws relating to Students' Right to Privacy.
• Prepare, log, and mail out official student transcripts.
• Request transcripts from other schools; keep a log of date requested and date received.
• Upon receipt of transcripts for a new student, evaluate the courses and credits received and begin a cumulative folder and transcript card for new students.
• 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 and keep all official transcripts in the office of the registrar.
• At the close of each grading period, collect grade sheets from each teacher, check for errors, and prepare grade sheets for generating student report cards.
• Upon completion of student report cards, deliver them to teachers for distribution to students or as required by school procedure.
• Keep grade sheets and copies of report cards on file in the registrar's office.
• Handle phone calls from colleges, the Armed Forces, and other institutions regarding current and former students' records. Provide information to prospective employers and law enforcement agencies as needed.
• Work with the counseling secretary to provide clerical assistance to the counseling office.
• Upon a student's withdrawal from school, receive a signed copy of the withdrawal form with grades and fines, post fines to the transcript, pull the transcript and copies, and file in the dead file for future reactivation and review.
• Assist all seniors and former students in sending transcripts to various colleges and universities upon request (High Schools Only).

Requirements

Knowledge of:

• Basic mathematics: addition, subtraction, multiplication, and division.
• Basic use of Microsoft Office Excel spreadsheet program.
• Basic problem-solving.
• Modern office equipment, including computers.
• Microsoft Office Software Suite.
• Basic clerical procedures, methods, and computer equipment.
• Principles and procedures of filing.
• Modern office procedures.
• Basic record keeping.
• Cultural diversities of the local area.

Ability to:

• Perform general clerical work, including maintaining files.
• Operate standard office machines, including computers.
• Understand and follow oral and written instructions.
• Communicate clearly and concisely, both orally and in writing.
• Compute rate, ratio, and percent, and draw and interpret bar graphs manually or using Microsoft Office Excel.
• Maintain physical condition appropriate to performing assigned duties and responsibilities.
• Maintain mental capacity for effective interaction and communication with others.
• Understand and respect the 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 for this position.
• Works with computers and maintains the same work schedule as teachers or on a schedule established by the supervisor.
• The noise level is usually moderate but may become loud at times.

Physical Conditions

Essential functions may require maintaining physical condition necessary for:

• Moderate to heavy lifting.
• Standing and walking for long periods of time.
• Stooping and bending.

Pay

Minimum Salary: $28,044.00
Maximum Salary: $30,380.00