Job Description

Our Lady of the Holy Rosary School, in Sun Valley, is currently looking for a school secretary/registrar who will provide secretarial and administrative support to the Principal and designated school staff. We are looking for candidates who may have experience in a Catholic School Environment and are willing to serve the community with commitment and dedication.

SUMMARY: Secretary/Registrar manages and updates school-level student information systems including, but not limited to: enrollment, student scheduling, demographic records required for census and audit compliance, updating and accuracy of demographic information, daily attendance. He/She is also responsible for maintenance of student records/files, open enrollment, immunization records, schedule implementation, and facilitating school lunch programs. Secretary/Registrar is required to follow safe school practices to ensure the safety and confidentiality of students’ rights and records, and he/she assists other office staff with visitors, students, and phone calls.

ESSENTIAL FUNCTIONS:

• Greets visitors and provides general assistance pertaining to office operations.

• Must have open and clear communication within the office administration

• Maintains current knowledge of legal requirements for protecting student information.

• Maintains (open) enrollment, class registrations, and ongoing status of each student.

• Maintains accurate and balanced class counts.

• Manages student files and records, including health records.

• Manages input, maintenance, and reporting of student information into the digital system.

• Completes trimester grade verification and distribution.

• 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.

• 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.

Requirements

REQUIREMENTS:

• Interpersonal, relational skills, ability, knowledge and professionalism
• Ability and desire to provide outstanding customer service
• Self-motivated, and able to work effectively under time constraints.
• Must be a team player who is willing to step in when/where needed
• Must be highly organized with the ability to multitask.
• Must demonstrate flexibility, common sense, and good judgment.
• Must have the ability to keep abreast of information pertinent to the job.
• Must demonstrate an extremely high regard for confidential and sensitive information.
• Must comply with the school’s attendance policies as described in established guidelines.
• Must have excellent communication skills both in Spanish and English.
• Ability to read and interpret a variety of instructions in various forms (written, oral, etc.)
• Ability to write routine reports and correspondence.
• Ability to effectively present information in one-on-one and small group situations.
• Must have knowledge of digital devices and use of technology.
• Google platforms and MS Office proficiency (Word, Excel, PowerPoint, Outlook)
• Must facilitate/oversee school lunch program, which includes cafeteria management
• Must maintain a well-groomed appearance and follow the Dress Code.

EDUCATION AND/OR 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.

Proficiency in understanding Spanish (and speaking the language) strongly preferred. Community we serve is predominantly Spanish-speaking

CANDIDATE MUST:

• Submit a cover letter and resume via email to Principal (principal@olhrschool.org)

• Submit at least two (2) letters of recommendation

• Provide Professional References via resume or via email (principal@olhrschool.org)

Wage Range
The rate of pay offered to the selected candidate is based on internal pay policy and budget. New hires are commonly paid at the minimum of the wage range or within the lower part of the range. We consider a number of factors when making compensation decisions including, but not limited to, skill sets, experience, training and other department needs.

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