JOB DESCRIPTION
Title
Registrar/Counselor's Secretary
Department
High School Campus
Reports To
Campus Principal
Compensation
CIS 305
Days
226
Revised: 07/23/2023
PRIMARY PURPOSE:
Facilitates the efficient operation of the school counseling office and provides clerical services to counseling staff and maintains current and accurate confidential student records.
MINIMUM QUALIFICATIONS
Education and Certification Requirements
- High school graduate or GED equivalent
- Candidate must have satisfactory outcome of fingerprinting background check
Special Knowledge and Skills
- Ability to work well with children, parents, staff, and the general public
- Proficient typing, word processing, and file maintenance skills
- Effective organizational, communication, and interpersonal skills
- Knowledge of Basic accounting principles
- Ability to use personal computer and software to develop spreadsheets and databases, and do word processing
Experience:
- Minimum of two (2) years secretarial experience
MAJOR RESPONSIBILITIES AND DUTIES:
(The following statements describe the general purpose and responsibilities assigned and should not be construed as an exhaustive list of all responsibilities, skills, efforts, or working conditions that may be assigned or skills that may be required.)
- Prepare, dispatch, and file accurate correspondence and related papers pertaining to counseling and registrar services
- Serve as receptionist for counseling office
- Collect, organize, and transcribe educational and demographic information on new students
- Process all new students and withdrawals
- Maintain Audit Trail reports which includes enrollment and withdrawals
- Maintain and ensure accuracy and correctness of information transcribed in students permanent record file
- Receive, distribute, and record all college entrance examination scores, TAKS scores, credit by exam scores
- Transcribe all student transcripts for the data manager
- Prepare all records on new and departing students
- Prepare records to be mailed to School, Attorney General Office, Probation Officers, and Social Security Offices
- Prepare attendance for student aids
- Prepare transcripts, immunization records, and testing information for Scholarships and Colleges
- Perform other duties as assigned, based on department needs
- Must complete designated district technology proficiencies each year
- Requires a basic knowledge of technology/computer skills
- Ability to use personal computer to access district programs, emails, and other resources
- Maintain a consistent professional demeanor and appearance
- Ensure compliance with the Texas Educator's Code of Ethics
- Daily attendance and punctuality at work are essential functions of the job
Supervisory Responsibilities:
Supervision and evaluation of district personnel is not a requirement of the position; however, the supervision of students is required.
Equipment Used:
- Office equipment - personal computer, printer, calculator, multi-line telephone, software programs and peripherals, copier, fax, and other equipment applicable to position
Mental Demands:
- Ability to read, concentrate, communicate (verbally and written), interpret, reason, understand verbal instructions, memorize, coordinate, compile, compute
- Work with frequent interruptions and maintain emotional control under stress
Physical Demands:
- Frequent: Sitting, standing, walking, climbing stairs and/or ramps, balancing, stooping, kneeling, crouching, crawling, pulling, pushing, reaching, repetitive hand motions, hearing, speaking clearly, visual acuity, distinguishing colors, driving, traveling
- Occasional: Lifting, moderate, 15-44 pounds
Environmental Factors:
- Frequent exposure to: temperature extremes (hot and cold), humidity extremes, noise, low or intense illumination, vibration
- Occasional exposure to: biological hazards (communicable diseases, bacteria, insects, mold, fungi, etc.)
- Work alone, work prolonged or irregular hours
Nondiscrimination Statement:
The Judson School District considers applicants for all positions without regard to race, color, national origin, age, religion, sex, marital or veteran status, the presence of a medical condition, disability, or any other legally protected status.