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

Summary

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.

Essential Duties and Responsibilities

• Create, request and maintain transcripts on all present and former students.
• 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.
• Upon completion of student report cards, the registrar will deliver all report cards to the teachers for distribution to the students or as required by the school procedure.
• Take phone calls from colleges, the Armed Forces and other institutions regarding current and former students' records.
• Work with counseling secretary to give clerical assistance to the counseling office.
• Aid seniors, former students, in sending transcripts to various colleges and universities upon request.

Qualification Requirements

• Knowledge:
• Basic mathematics - addition, subtraction, multiplication and division.
• Basic us of Microsoft Office Excel spreadsheet program.
• Basic problem solving.
• Modern office equipment, including computers.
• Basic understanding of Microsoft Office Software Suite.
• 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.
• To operate standard office machines including a computer.
• To understand and follow oral and written instructions.
• To communicate clearly and concisely, both orally and in writing.
• To compute rate, ratio, and percent and to draw and interpret bar graphs either manually or utilizing Microsoft Office Excel software program.
• Physical Conditions:
• Maintain physical condition necessary for moderate to heavy lifting and standing and walking for long periods of time and stooping and bending.

Experience and Training Guidelines

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

Working Conditions

• On-site attendance is mandatory for this position.
• Work with computers, maintains same work schedule as teachers, or on a schedule established by the supervisor.
• The noise level in the work environment is usually moderate but, may become loud at times.

Physical Conditions

• Maintain physical condition necessary for moderate to heavy lifting and standing and walking for long periods of time and stooping and bending.