TITLE:  Secondary Registrar Secretary

LOCATION:   Covington Middle School

REPORTS TO:  Principal/Associate Principal(s)

DEPARTMENT:  Secondary  

 

Hours / Work Times 

 

8.0 Hours Per Day (8:15 a.m. - 4:45 p.m. includes 30 minute unpaid lunch)

 

213 Days Per Year (This position will follow the 213A Calendar)

 

Position Duration: Permanent

 

Classification Group: Secretarial Class II

**Click this link to find the salary schedule associated with this position PSE Office-Clerical Group Salary Schedule

 

Evergreen Public Schools (EPS) offers the following to eligible employees who work at least 630 hours in a school year:

• Medical, dental, vision, basic long-term disability, basic life and AD&D insurance through School Employees Benefits Board (SEBB). For additional information click EPS Benefits Information.
• Employees may also be eligible to participate in FSA, DCAP, HSA, FPFSA (w/HDHP), and other supplemental benefits.

Employees may be eligible for employer-employee funded retirement benefits through Department of Retirement Services (DRS).

 

EPS offers paid holidays and paid time off, including but not limited to, sick, vacation, personal, PTO, religious, and bereavement leave. Additional negotiated leave options can be found in the associated Collective Bargaining Agreement (CBA) for this position PSE Office-Clerical Group CBA.

 

We appreciate your interest in employment with Evergreen Public Schools. The most qualified and competitive applicant(s) that possess directly related experience and expertise, training, and education may be invited to participate in the interview/selection process. As part of the selection process, the District conducts confidential reference checks to include former and present employers and also requires a criminal background investigation  including fingerprints Click here for Fingerprinting Services.

 

Failure to submit a full application package will result in disqualification.

  

STANCE STATEMENT:

Evergreen Public Schools are committed to eliminating the predictability of outcomes by demographic group and we strive to be a diverse community of schools that provides each member with the opportunities, access, resources, and support they need to be successful. With this in mind, our goal is to recruit, hire and retain employees of all racial/ethnic backgrounds who will bring their unique talents and skills into our educational institution to encourage students to thrive academically. Our district aims to provide an equitable and mutually supportive learning and working environment for all students and staff to succeed in a racially and culturally diverse local, national and global community.

 

SUMMARY STATEMENT:

Under the general supervision of the building Principal and/or Associate Principal(s), the Registrar Secretary is responsible for performing a variety of clerical functions, including registration and processing of materials related to student information which includes scheduling, grading, and academic records.  The Registrar is also responsible for state reports related to the enrollment and withdrawal of students.

 

ESSENTIAL FUNCTIONS:

1. Communicate effectively with students, staff, and the general public in person, by telephone, via E-mail and in writing.
2. Process enrollment and withdrawal of students while maintaining accurate records for monthly enrollment reports.
3. Assist parents in completing student enrollment forms, registration, etc.
4. Work with counselors, students, staff, and parents regarding student registration, schedule changes and grades.
5. Establish and maintain accurate student records including grades, grade changes, test records, academic history and transcripts.
6. Communicate with other districts to secure records of incoming students and distribute records for outgoing students.
7. Maintain accuracy of transcripts and all student records including student information, addresses, contact information, and family information.
8. Create letters, forms, and announcements as needed for enrollment, scheduling, and grading.
9. Enter student immunization data.
10. Distribute student transcripts to other school districts, colleges, testing centers, and job application firms.
11. Coordinate progress reports in accordance with district time lines and mail copies to parents.
12. Prepare Health and Welfare, Social Security, GED, student work permit, and car insurance forms.
13. Assist in the preparation and data input of Master Schedule.
14. Assist in preparing documentation for student college applications.
15. Maintain cumulative and health files.
16. Maintain free and reduced lunch program.
17. Prepare monthly enrollment count for state funding.
18. Prepare state reports.
19. Prepare reports for distribution to administrators and counselors as necessary.
20. Assist Activities Office with statistics for sports and activities.
21. If applicable, clear seniors for graduation and compile list for the ordering and printing of diplomas.

OTHER RESPONSIBILITIES:

1. Perform other related duties as assigned.

PHYSICAL DEMANDS REQUIRED:

Vision (66-100%)		Speaking (66-100%)		Hearing (66-100%)
Sitting (66-100%)		Standing (Up to 33%)		Stooping (Up to 33%)
Bending (Up to 33%)		Lifting Up to 25 lbs. (33-66%)		Acceptable Attendance
Use of hands and/or arms for repetitive motion (66-100%)

MENTAL DEMANDS REQUIRED:

Reading (66-100%)	Math (33-66%)	Training (Up to 33%)
Detailed Work (66-100%)	Problem Solving (66-100%)	Constant Interruptions (66-100%)
Verbal Communication (66-100%)	Written Communication (66-100%)	Multiple Concurrent Tasks (66-100%)
Percentages of requirements of physical and mental tasks are only an estimate.  Reasonable accommodations for persons with a disability will be considered in order for them to perform the essential functions of the job.
(66-100%) = Continuously	(33-66%) = Frequently	(Up to 33%) = Occasionally

 

TOOLS AND EQUIPMENT NECESSARY:

Computer, telephone, 10-key calculator, all copy machines and all other tools and equipment necessary to perform the essential functions as listed above.

 

MINIMUM QUALIFICATIONS:

(Testing may be required.)

1. Typing/keyboarding of 50 wpm.
2. A minimum of two years of experience in a related field, or equivalent training.
3. Must possess a good math aptitude.
4. Must be able to acquire a working understanding of account codes.
5. Demonstrated ability to operate the office equipment as listed in the tools and equipment area above.
6. Demonstrated ability to perform general office procedures with accuracy.
7. Demonstrated ability to perform on the computer, using Windows environment and related applications.
8. Demonstrated ability to communicate effectively with students, staff, and the general public.
9. Demonstrated ability to perform independently and work under conditions of constant interruption and perform under deadline pressure.
10. Demonstrated ability to be accurate, dependable, tactful, confidential and have good problem-solving skills.
11. Demonstrated ability to perform the tasks accurately and in accordance with established guidelines.
12. Demonstrated ability to handle multiple priorities at one time.
13. Demonstrated organizational skills and a commitment to follow through.
14. Demonstrated ability to establish and maintain positive relationships with others as part of a team.

KNOWLEDGE, SKILLS AND ABILITIES RELATED TO CULTURAL COMPETENCE AND EQUITY:

1. Knowledge/awareness of own cultural identity and desire to learn about the cultural identity of others.
2. Supports a positive school environment that celebrates, respects and values diversity, where learning is made relevant and meaningful to students of various cultures.
3. Participates in activities and discussions that lead to increased cultural competence.
4. Demonstrates a commitment to equitable outcomes for all students.
5. Ability to recognize each person as a unique individual even as we celebrate their group cultural heritage.
6. The ability and desire to establish positive relationships with persons regardless of race, gender, physical limitation, sexual orientation or religious belief, with an active commitment to equal opportunity for all persons.

Notice of Nondiscrimination:   

Evergreen Public Schools does not discriminate in any programs or activities on the basis of sex, race, creed, religion, color, national origin, age, veteran or military status, sexual orientation, gender expression or identity, disability, or the use of a trained dog guide or service animal and provides equal access to the Boy Scouts and other designated youth groups. The following employees have been designated to handle questions and complaints of alleged discrimination:

 

Title IX Coordinator Cale Piland Director of Student Services 13413 NE LeRoy Haagen Memorial Dr. P.O. Box 8910 Vancouver, WA 98668-8910 Telephone: (360) 604-4430

Section 504/ADA Coordinator Cate Winters Health Services Manager 13413 NE LeRoy Haagen Memorial Dr. P.O. Box 8910 Vancouver, WA 98668-8910 Telephone: (360) 604-6711

Civil Rights Compliance Coordinator Tracy Thompson Senior Director Human Resources 13413 NE LeRoy Haagen Memorial Dr. P.O. Box 8910 Vancouver, WA 98668-8910 Telephone: (360) 604-4014