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Secretary/Registrar

Our Lady of the Rosary School (Paramount)

Posted

11/15/2022

Expires

12/30/2022

Description

DUTIES AND RESPONSIBILITIES

Because all School employees represent the Roman Catholic Church, they are expected to conduct themselves according to the goals and mission of the Church in performing their work.

Manages school level student information system, including but not limited to enrollment, withdraws, student scheduling, demographic records required for census and audit compliance, updating and accuracy of demographic information, daily attendance, records/files maintenance, open enrollment, immunization records, schedule implementation, annual student information system setup and placement of students. Follows safe school practices to ensure the safety of students’ rights and records. Assists other office staff with visitors, student assistance, phones, and school tours.

The following tasks are considered essential functions of the position. To perform the job successfully an employee must possess the abilities and aptitude to perform each duty proficiently.

OFFICE
• Greets visitors and provides general assistance.
• Maintains current knowledge of legal requirements for protecting student information.
• Performs daily attendance.
• Maintains open enrollment.
• Registers students in classes and manage student adds, drops and transfers.
• Maintains accurate and balanced class counts.
• Manages student files and records including health records.
• Manages the input, maintenance, and reporting of student information into the student system.
• Completes quarterly grade verification and distribution.
• Maintains all room assignments and class load information within administrative guidelines as directed.
• Receives and forwards all student record transmittals for accurate and complete student record files as directed.
• Manages files for the transition of 8th-grade students to high schools.
• Annually sets up the student information system at the school level.
• Provides support to the school administration on the creation of the master schedule.
• Maintains the school master schedule each year and implements changes as required by staffing and/or student enrollment adjustments. Communicates with parents, students, and staff providing general information.
• Attends staff meetings as required.
• Makes sure all gates are closed and locked during school hours.
• Maintains school calendar; arranges and helps coordinates school events and activities.
• Maintains school records on computer; and generates routine reports, lists and labels. May also maintain such records manually.
• Open the mail and gives to office manager
• Uses tact and discretion when listening to parents, etc. in need of assistance, referring them to the principal, teachers, and others as appropriate
• Performs reception duties including answering and screening telephone calls, sorting and distributing mail, greeting visitors and offering refreshments.
• Types a variety of correspondence, schedules, forms and lists from notes or handwritten drafts; composes and types own correspondence; reviews drafts and finished documents to ensure correct grammar and spelling.
• Performs routine office duties such as ordering and distributing supplies, copying, collating and distributing reports, etc.
• Assists in mailing projects by collating materials, folding and stuffing, addressing and stamping envelopes.
• Actively supports philosophy and goals of the Church and School; participates in Church activities including attending services; assists with ministries and other activities, encourages others to do the same.
• Ability to accept increasing responsibility as delegated by the Principal of the school.

PARENTS
• Copy and sends family envelop material
• Gathers and collates information, types copy and prepares school bulletin for printing.
• Records tardies, send letter and collect money and gives receipts for all incoming money
• Records tardies, collects money for student activities lunch, sports, field trips etc
• Checks and update media, voicemail, and SchoolSpeak. Uses SchoolSpeak to send text blast and email to parents.
• Schedules parent conferences by following procedure (encourage appointment rather than walk-ins)

STUDENTS
• Records daily student attendance on SchoolSpeak
• Records tardies, collects money for student activities lunch, sports, field trips etc.
• Keeps heath records current
• Administer basic first aid and care to students in need.
• Yard Supervisor for recess and lunch
• Recess and sub duties when needed

Knowledge, Skills, and Abilities

• Ability and desire to provide outstanding customer service.
• Ability to work effectively under time constraints.
• Must be able to comply with the school’s attendance policies as described in established guidelines.
• Must maintain a well-groomed appearance and follow the Dress Code.
• Must be a team player and get along well with others.
• Must be highly organized with the ability to multitask.
• Must be detailed-oriented and self-motivated.
• Must have excellent communication skills.
• Must have exceptional organizational skills.
• Must have an excellent memory and the ability to function well under stress.
• Must demonstrate an extremely high regard for confidential and sensitive information.
• Must demonstrate flexibility, common sense, and good judgment.
• Must have the ability to keep abreast of information pertinent to the job.
• Ability to read and interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
• Ability to write routine reports and correspondence.
• Ability to compute rate, ratio, discounts, and percent and to draw and interpret bar graphs.
• Ability to solve practical problems and deal with a variety of concrete variables in standardized situations.
• Ability to effectively present information in one-on-one and small group situations.
• Interpersonal relation skills are required.
• Must have knowledge of how to post digital devices and how to use technology devices such as computers, iPads, etc.
• MS Office proficiency (Word, Excel, PowerPoint, Outlook, and Publisher)
• Maintain professionalism and confidentiality.
• Communicate effectively with students in the school and all members of the school staff
• Occasionally lift up to 20 pounds.
• Sit for sustained periods of time on a daily basis.
• Perform tasks requiring intermittent bending, stooping, and walking.
• Sustain frequent movement of the fingers, wrists, hands, and arms.

Requirements

Education and Experience

Experience equivalent to graduation from high school, including or supplemented by courses in general office practices and procedures, computer data preparation, and clerical and secretarial experience. Preferable two years of college.

Candidate:
• High school graduation.
• Prior experience of at least three years as a secretary and/or secretarial course.
• Resume and Cover Letter
• 2 letters of recommendation by a prior employer

Information/Application Contact

Our Lady of the Rosary School (Paramount)

14813 Paramount Blvd.

Paramount, CA 90723

mrsvanrivas@olrwarriors.org