Counselor Secretary/Registrar

Job Title: Counselor Secretary/Registrar
Reports to: Principal/Counselor
Dept./School: Assigned Campus
Exemption Status/Test: Nonexempt
Pay Grade: CP PG 4 / 192 Days
Minimum Salary: $28,032

Primary Purpose:

Under moderate supervision provide routine clerical support for the efficient operation of the school counseling

office and professional staff. Maintain current and accurate confidential student records.

Qualifications:

Education/Certification:

High school diploma or GED

Special Knowledge/Skills:

Knowledge of general office procedures

Proficient keyboarding and file maintenance skills

Ability to use software to develop spreadsheets and databases, and do word processing

Ability to follow verbal and written instructions

Ability to perform a variety of tasks often changing assignment on short notice with some direction

Effective organizational, communication, and interpersonal skills

Experience:

3 years clerical experience

Major Responsibilities and Duties:

Records, Reports, and Correspondence

• Provide general clerical support including word processing, data entry, filing, and file maintenance.
• Assist with the registration of new students, including requesting and sending student records, entering student data, and ensure completeness of records. Utilize the Texas records exchange (T-Rex) software to upload and download all student records and data entry on all subject grades for final student transcript.
• Deliver new schedules with changes and adjustments to students.
• Maintain complete and accurate student records including test scores and final grades on permanent records.
• Compile, maintain, and file all records, and other documents as required.
• Assist counselor(s) with scheduling of meetings and appointments. Schedule conference room for all LPAC, 504, AEP, Parent/Teacher meetings, and campus improvement meetings for all staff.
• Receive, distribute, and ensure security and confidentiality of testing materials.
• Maintain college information library and help students, parents, and teachers find information about testing, scholarships, and college materials.
• Maintain confidentiality.
• Maintaining up to date records for incoming students for final transcript.
• Completing all transcript requests for current students and alumni of JHS.
• Working with employment companies for verification of graduation on past students.
• Maintain all accounts and budget for the counseling office. (Including graduation, awards, activity account and other accounts pertaining to the office.
• Take daily deposits for PSAT Bootcamp and PSAT test at the beginning of the school year.
• Order all supplies and material for counseling office.

Awards and Graduation

• Reserving facility for awards night.
• Checking and updating student records to check eligibility for awards along with coordinating with teachers on special awards (i.e.…J award, A honor roll, AB honor roll, citizenship, STUCO, UIL, etc.) Also coordinating with students on scholarship awards received.
• Printing all certificates and programs for awards night.
• Coordinating schedule and students on awards night.
• Ordering diplomas and making sure they have accurate spellings.
• Printing programs for ceremony.

Registrar

• Maintain student academic records and process requests for information and transcripts. Process new student records, including requesting transcripts and records from other schools.
• Coordinate grade reporting process, including verification and correction of grades and preparation and distribution of report cards.
• Calculate grade point averages, class rank, and prepare honor rolls.
• Assist counselors with the enrollment, withdrawals, and transfer of students.
• Assist campus administration and counselors with the preparation of reports and student data information.
• Compile, maintain, and file all reports, records and other documents as required.

Reception and Phones

• Receive incoming calls, take reliable messages, and route to appropriate staff.

Supervisory Responsibilities:

None.

Mental Demands/Physical Demands/Environmental Factors:

Tools/Equipment Used: Standard office equipment including personal computer and peripherals
Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting
Motion: Repetitive hand motions; frequent keyboarding and use of mouse; occasional reaching
Lifting: Occasional light lifting and carrying (less than 15 pounds)
Environment: May work prolonged or irregular hours
Mental Demands: Work with frequent interruptions; maintain emotional control under stress

THE JOSHUA INDEPENDENT SCHOOL DISTRICT IS AN EQUAL OPPORTUNITY EMPLOYER.