POSITION TITLE: Building/Department/Grade Level Secretary/Registrar
REPORTS TO: School Principal or Associate Principal
POSITION SUMMARY
Performs a wide variety of secretarial, clerical, and administrative duties while responding to the needs of students, parents, and school personnel. Provides essential front-office support to ensure efficient school operations. Positions may be 10.5-, 11-, or 12-month assignments.
FUNCTIONS OF THE JOB
Essential Functions
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Perform major clerical duties including typing correspondence, preparing reports, screening phone calls, greeting visitors, and coordinating meetings.
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Respond to inquiries and provide information and assistance to students, parents, staff, and the public.
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Register new students, including collecting required documentation, entering data into the student information system, and ensuring compliance with district and state requirements.
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Gather, track, and enter data needed to prepare and submit reports.
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Perform financial-related tasks such as assisting with budgets, payroll, billing, collections, deposits, and maintaining financial records.
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Develop and maintain schedules; coordinate logistics and provide administrative support for meetings and special events.
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Initiate and process purchase orders for supplies and equipment.
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Utilize technology systems to support daily operations, including student information systems and communication platforms.
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Perform other duties as assigned.
Marginal Functions
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Assist other administrators or designated staff during absences or with special projects.
PHYSICAL / VISUAL DEMANDS
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Requires sitting, walking, standing, speaking, hearing, and occasional stooping or crouching to access files.
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Requires clear vision at close range (20 inches or less) and distance (20 feet or more).
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Involves minimal physical effort, including lifting light items (1–5 lbs.) regularly and occasional lifting of up to 60 lbs. with assistance.
ENVIRONMENTAL CONDITIONS
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Normal office environment.
POSITION QUALIFICATIONS
Knowledge:
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Knowledge of administrative and secretarial practices, accounting procedures, and general office operations.
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Ability to operate office equipment and software, including systems requiring intermediate to advanced technical skills.
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Education equivalent to a high school diploma plus additional specialized training.
Experience:
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1 to 5 years of relevant experience preferred.
SKILLS AND ABILITIES
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Strong organizational and mathematical skills.
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Excellent interpersonal and communication skills; ability to interact effectively with individuals at all levels.
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Proficiency in Google Workspace (Gmail, Google Calendar, Drive, Docs, Sheets, Slides).
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Proficiency in Microsoft Office, including Excel and Word.
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Working knowledge of Zoom, Adobe, multi-line phone systems, and Infinite Campus (or similar student information systems).
EQUIPMENT USED
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Personal computer and related software
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Multi-line phone system
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Copier, scanner, and fax machine
LICENSE / CERTIFICATION
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None required.
ADDITIONAL INFORMATION
This job description is not intended to be all-inclusive. Employees may be required to perform other job-related duties as assigned, in accordance with applicable laws and district policies.
Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
Equal Opportunity Employer
Revised April 2026