Secretary for Educational Records bei Dickinson Independent School District

Position:  Secretary for Educational Records

Campus: Esmond Center (JJAEP)

Immediate Supervisor: Principal/Assistant Principal of Alternative Education

Wage/Salary Status: Non-Exempt

Pay Grade: Per Compensation Manual

Days Employed: Per Compensation Manual

POSITION SUMMARY:

• Facilitate the efficient operation of the Esmond Center programs office by providing clerical services to the Esmond staff
• Process/maintain current and accurate confidential student records

QUALIFICATIONS:

• High school diploma or GED
• One year of experience as an Educational Secretary; or
• Fifteen semester hours of college credit with some business orientation or equivalent business school background; or
• Three years of general clerical/secretarial experience

Special Knowledge/Skills:

• Office management skills
• Proficient word processing, database, and spreadsheet skills
• Knowledge of basic accounting procedures, office management, Skyward, and time management
• Possess effective interpersonal skills and the ability to work congenially with school administrators, instructional personnel, support staff members, students, parents, and county staff

PRIMARY RESPONSIBILITIES:

These statements are not intended to describe the major purpose and responsibilities assigned to this job and are not intended to represent an exhaustive list of all responsibilities, duties, and skills required.

• Process student enrollment, withdrawals, and record requests
• Update demographic data as needed, including requesting and sending student records, setting up cumulative folders, and entering student data on the student information system (SKYWARD)
• Analyze data for reasonableness, recognized deficiencies, and correct errors in original data prior to processing or when appropriate return to the originator
• Receive incoming calls, take reliable messages, and route them to appropriate staff
• Provide assistance to Esmond Center Educational Staff
• Collect documentation of student absences (notes from parents)
• Contact home campuses by phone, email, fax
• Maintain student files
• Mail and file grade reports
• Coordinate with the district’s Business Office and county to ensure all end-of-year billing is correct
• Take daily attendance in each program
• Produce reports for campus and district staff as needed or requested
• Assist Special Education Facilitator by taking calls, obtaining records and maintaining files
• Maintain confidentiality
• Assist Administration with student course scheduling and grades
• Maintain test administration records
• Produce reports for campus and district staff as needed or requested
• Maintain quality communication between the county and campus administration
• Coordinate with the district’s PEIMS department to ensure all PEIMS records are correct for the Esmond programs
• Other tasks as determined by the administration

EQUIPMENT USED:

• Computer, printer, copier, telephone, fax

WORKING CONDITIONS:

Mental Demands/Physical Demands/Environmental Factors:

• Regularly required to sit, stand, walk, climb, and talk or hear
• Occasionally required to reach with hands and arms
• Ability to perform a variety of duties concurrently
• Moderate to heavy lifting
• Climb steps and ladders for access to space/records
• Repetitive hand motions, prolonged use of computer
• Frequent interruptions

The clerical paraprofessional must be able to abide by all Esmond Juvenile Justice Center standards for safety and security.