Portage | 8hr Secretary/Registrar | School Year

PURPOSE

Perform a variety of clerical and secretarial duties to relieve the supervisor of clerical detail; coordinate flow of communications, correspondence and information in support of assigned functions and activities.

MINIMUM QUALIFACTIONS

• Any combination equivalent to: graduation from high school and three years of clerical or secretarial experience involving frequent public contact.

• The employee must have strong office, computer, public relations and oral and written communication skills. Incumbents must possess knowledge of the terminology, practices and procedures of assigned office.

ESSENTIAL FUNCTIONS

• Provide secretarial support services for one or more administrators; assist in assuring smooth and efficient office operations; compose and type, independently or from oral instructions, note or rough draft, a variety of correspondence and other materials; review and proofread a variety of documents; duplicate, assemble, distribute, collect and verify accuracy and completeness of various documents.

• Coordinate flow of communications and information; initiate, receive, screen and route telephone calls; take, retrieve and relay messages as needed; schedule and arrange appointments, conferences, meetings, projects and other activities; sort and distribute incoming mail, packages and materials as required; contact others to request documents as needed; prepare outgoing mail and materials for distribution.

• Receive visitors, including administrators, staff and the public; provide assistance or direct to appropriate staff; respond to inquiries and provide assistance concerning operations, activities, time lines, policies and procedures related to assigned functions.

• Compile information and prepare and maintain a variety of records, logs and reports related to assigned programs, services and activities; plan, produce and distribute student schedules, progress reports, interim grade cards and permanent grade reports.

• Enroll students and request records from all previous schools; establish and maintain Student Records filing systems; create and update current student transcripts; update all parent/guardian/contact information and fulfill their requests for parent portal access.

• Withdraw students; send records to requesting school; track whereabouts of withdrawn students; complete requests for graduate, current and withdrawn student transcripts, health records and general record information; assist Education Verifications for companies/agencies; purge five-year old records of all former students.

• Communicate with the Guidance Department of all new enrollments and withdrawing students; prepare staff members for registration process at the beginning of the school year; assist in checking in/out of text books to teachers, students and storage rooms.

• Provide back-up health services as assigned by the position; administer basic first aid to students and dispense medication in accordance with FWCS policies and physician instructions.

• Supports the FWCS Schools of Success mission to empower all students to reach their potential through equitable and relevant community-connected experiences to ensure students achieve at least one of the 4E’s - (Enrollment, Employment, Enlistment, or Entrepreneurship.)

• Positively promotes and embodies the FWCS Schools of Success six core competencies in our daily work: Creativity and Innovation, Critical and Analytical Thinking, Collaboration, Communication, Cultural Agility, and Self-Direction

• Perform related duties, as assigned.

PHYSICAL REQUIREMENTS

To perform the essential functions of this job effectively and safely, employees must meet the following physical qualifications:

• Communication Skills: Ability to speak clearly and hear effectively in various environments.

• Manual Dexterity: Adeptness in the use of hands and fingers.

• Postural Endurance: Sit or stand for prolonged periods, as the job requires.

• Flexibility: Ability to bend at the waist, kneel, or crouch to perform specific duties.

• Visual Acuity: Close vision ability with the capacity to adjust focus.

• Mobility: Freedom to sit or walk at will throughout the work environment.

• Strength and Stamina: Capability to lift, carry, push, or pull up to twenty (25) pounds or more.

FWCS will reasonably accommodate individuals with disabilities to perform these essential functions.