JOB SUMMARY:
Responsible for administering, planning, coordinating, and supervising all aspects of the permanent records of students, grade reporting system, master schedule as well as processing all student enrollments and maintenance of building student accounting software in areas of security and data accuracy.
ESSENTIAL DUTIES AND RESPONSIBILITIES: Additional duties may be assigned.
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Maintains, evaluates, and recommends improvements in the area of student permanent records.
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Keeps the building principal and the Guidance Department informed as to the areas of concern with regard to student permanent records.
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Coordinates preliminary information regarding necessary enrollment data.
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Supervises and assists in the maintenance of all student permanent records.
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Responsible for ensuring that all permanent record information is kept current.
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Responsible for sending all student permanent record information to the appropriate individual and/or organization.
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Responsible for requesting and analyzing transcripts for students new to Valley Middle School.
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Maintains accurate student drop and add lists.
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Ensures that all students enrolled in classes are given proper credit on permanent records.
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Responsible for the preparation of the master schedule of classes with guidance from the building principal.
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Coordinates in the registration of students.
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Assists the department heads and principals in the preparation of course description books and maintains any changes required in the scheduling software.
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Maintains accurate current room utilization and class load records.
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Supervises and assists the records secretary in the preparation and transmittal of transcripts and other official documents relating to students.
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Prepares monthly ADA reports for building principal and central office administration and ADA reports with monthly add and drop reports for food service office.
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Supervises the grading system, including the issuance of progress reports and semester report cards.
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Prepares analysis reports for building principal regarding student grade performance and disciplines.
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Prepares the school honor rolls.
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Prepares data for yearbook and student council sponsors to assist their group’ activities.
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Responsible for maintaining and transmitting accurate data to district personnel regarding building core data information.
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Coordinates with building technology staff person to train and update building staff on student accounting management software.
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Assists building technology staff in maintaining adequate data backups on current software related to student records; providing district office with monthly backups.
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Responsible for maintaining building student software program in the area of security and data accuracy.
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Other related duties as assigned by the building principal or designated by district superintendent.
EDUCATION AND/OR EXPERIENCE:
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High school diploma or equivalency certificate.
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Knowledge of computer systems, networks, databases, and related software/hardware.
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Preference will be given to candidates with prior experience in a school setting.
COMMUNICATION SKILLS:
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Ability to communicate, both verbally and in writing, and interact effectively with all aspects of the school community is required.
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Ability to solve conflicts, maintain confidentiality and remain open to various ideas and viewpoints.
MATHMATICAL SKILLS:
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Ability to perform basic mathematical calculations using whole numbers, fractions, decimals, and percentages.
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Ability to perform mathematical calculations to balance assigned budget items, invoices, bills, purchase orders and other related items.
REASONING ABILITY:
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Ability to prioritize and meet deadlines while complying with established policies and procedures of the building and district.
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Identifies and resolve problems in a timely manner, gathers and analyzes information skillfully; uses reason even when dealing with emotional topics.
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Ability to concentrate, think, read and learn is necessary to perform the essential job duties.
OTHER SKILLS AND ABILITIES:
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Demonstrated organizational ability.
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Demonstrated writing and computer skills.
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Ability to communicate and interact effectively with staff and students
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Knowledge of the Privacy Act as it pertains to student information.
PHYSICAL DEMANDS:
While performing the duties of this job, the employee must regularly sit, talk, listen, and respond. While performing the duties of this job, the employee is regularly required to sit; use repetitive wrist, hand and/or finger movement; reach with hands and arms and talk or hear. The employee is frequently required to stand and walk. The employee is occasionally required to stoop, kneel, crouch, or crawl. Specific vision abilities required by this job include close vision, distance vision, precise hand-eye coordination and the ability to identify and distinguish colors. Occasionally, the employee may lift up to 50 pounds, such as, to lift files, papers, and equipment. The foregoing is not an exclusive list and the employee may be required to exceed the minimum physical demand specifications should the safety and security of students and staff be compromised.
The above physical demands are representative of those that must be met by an employee to successfully perform the essential duties of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job duties.
WORK ENVIRONMENT:
The work environment characteristics described here are representative of those an employee encounters while performing the essential duties of this job. The noise level in the work environment is usually at a moderate level with frequent interruptions. The employee continuously interacts with staff and the public. Travel may be necessary to various District buildings and/or sites. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job duties.
The information contained in job description is for compliance with the Americans with Disabilities Act (ADA) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.
This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees may be required to follow other job-related instructions and to perform other job related duties as requested, subject to all applicable state and federal laws.
