INTERNAL APPLICANTS - ATTACH A SIGNED COPY OF A TRANSFER REQUEST FROM YOUR SUPERVISOR.

SECRETARY – REGISTRAR (203 contract) – MCKINLEY ACADEMY

McKinley Academy will be open to high school students for the 2018-2019 school year, and it will be located on the UNM Gallup campus.  Academic achievement will be the primary focus of McKinley Academy. Teachers will be supporting students to earn their Associate’s Degree and High School Diploma.

SUMMARY: 

Works with the school counseling department to maintain and supervise records on present and former students.  Maintains good public relations with students, staff, administration and other agencies and institutions who may request records.  Works to accomplish these expectations by performing the following duties.  

To perform clerical support duties in maintaining student attendance record; to develop and input correspondence and data into a computer terminal; to assist and inform the public on departmental policies and procedures; and to assist with basic sorting, filing, copying or clerical activities.  

SUPERVISION EXERCISED & RECEIVED:

Receive immediate supervision from assigned higher level staff.

ESSENTIAL DUTIES AND RESPONSIBILITIES: include the following, but are not limited to:

• Create, request and maintain transcripts on all present and former students.  These records must be treated with confidentiality and maintained according to district policies, local and state laws, and federal laws relating to Students' Right to Privacy.
• Prepare, log and mail out official student transcripts.
• Request transcripts from other schools; keep a log of date requested and date received.
• Upon receipt of transcripts for a new student, evaluate the courses and credits received and begin a cumulative folder and transcript card for new students.
• Prepare transcripts for incoming freshmen at the beginning of their first semester.
• Make a copy of each transcript for the counselor's office and keep all official transcripts in the office of the registrar.
• At the close of each grading period, the registrar will collect grade sheets from each teacher, check grade sheets for errors and prepare grade sheets for generating of student report cards.
• Upon completion of student report cards, the secretary/registrar will deliver all report cards to the teachers for distribution to the students or as required by the school procedure.
• Keep grade sheets and copies of report cards on file in the registrar's office.
• Take phone calls from colleges, the Armed Forces and other institutions regarding current and former students' records.  Information may also be requested by, and given to, prospective employers and law enforcement agencies.
• Work with counselor to give clerical assistance.
• Upon student's withdrawal from school, receive a signed copy of the withdrawal form with grades and fines, post the fines to the transcript, pull the transcript and copies and file in the dead file; available for reactivation and review at any time.
• Assist all seniors, former students, in sending transcripts to various colleges and universities upon request. 
• Participate in routine record keeping of student attendance and other school records.
• Type, proofread and word process a variety of documents and forms including general correspondences, reports, orders and memoranda from rough drafts or verbal instruction.
• Enter data into a computer from various sources including statistical and related documents; input corrections and updates; verify data for accuracy and completeness; assist in the compilation of reports.
• Operate a variety of office equipment including a computer, copier, facsimile machine, microfilm machine, and computer; input and retrieve data and text; organize and maintain disk storage and filing.
• Answer the telephone and assist the general public; provide information on departmental and district policies and procedures as required.
• Process the mail including receiving, sorting and distributing incoming and outgoing correspondence.
• Serve as liaison among the principal, teachers, students, parents and other staff members in relation to assigned duties.
• Greet visitors to school, determine nature of visitors' business with the school, and direct visitors to proper destination; maintain log of visitors to the school.
• Perform related duties and responsibilities as assigned.
• Ordering of supplies, such as; office supplies, furniture, textbooks, etc.
• Manage school site activity funds.
• Manage Federal funds allocated to the school.
• Oversee timesheets for substitute teachers and employees. Review and make corrections as needed, then submit to Personnel Office on timely matter.
• Participate in routine record keeping of student attendance and other school records.
• Type, proofread and word process a variety of documents and forms including general correspondences, reports, orders and memoranda from rough drafts or verbal instruction.
• Enter data into a computer from various sources including statistical and related documents; input corrections and updates; verify data for accuracy and completeness; assist in the compilation of reports.
• Other duties as assigned

Qualification Requirements

Knowledge of:

• Basic mathematics - addition, subtraction, multiplication and division.
• Basic us of Microsoft Office Excel spreadsheet program.
• Basic problem solving.
• Modern office equipment, including computers.
• Basic understanding of Microsoft Office Software Suite.
• Basic clerical procedure, methods and computer equipment.
• Principles and procedures of filing.
• Modern office procedures.
• Basic record keeping.
• Cultural diversities of the local area.

Ability to:

• Perform general clerical work including maintaining files.
• Operate standard office machines, including a computer.
• Understand and follow oral and written instructions.
• Communicate clearly and concisely, both orally and in writing.
• Compute rate, ratio, and percent and to draw and interpret bar graphs either manually or utilizing Microsoft Office Excel software program.
• Maintain physical condition appropriate to performing assigned duties and responsibilities.
• Maintain mental capacity which allows for effective interaction and communication with others.
• Understand and respect the cultural diversities, and Native American traditional beliefs and practices, of students and their families.

Experience and Training Guidelines

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying.  A typical way to obtain the knowledge and abilities would be:

Experience:  Office experience preferred.

Education:  High School Diploma or equivalency.

Working Conditions

Work with computers, maintains same work schedule as teachers, or on a schedule established by the supervisor.  The noise level in the work environment is usually moderate, but may become loud at times.

Essential functions may require maintaining physical condition necessary for moderate to heavy lifting, and standing and walking for long periods of time and stooping and bending.

Environmental Conditions:  Office environment; work with computers and other office equipment.

Physical Conditions:  Essential functions require maintaining physical condition necessary for sitting for prolonged periods of time.

You must attach a copy of your High School Diploma or equivalency.  You must attach copies of ALL college transcripts to verify hours.

Length of Contract:  203

Location:  UNM Gallup Campus

INTERNAL APPLICANTS - ATTACH A SIGNED COPY OF A TRANSFER REQUEST FROM YOUR SUPERVISOR.