Montana Veteran Jobs

Title: Registrar- Counseling Secretary FY2425_23 Reports to: School Principal School/Building: High School Status: 1.0 FTE/10 month/School Year position Start Date: July 1, 2024 Salary: $17.00- $19.13 Purpose Under the direction of the School Counselors and the Principal, performs a variety of specialized and complex clerical and statistical recordkeeping duties in the preparation, updating and maintenance of scholastic records for students at the High School. Registers students and process student enrollment information. Essential Job Duties and Functions Monitors behavioral incident records in Infinite Campus to ensure FERPA compliance. Coordinates activities with Student Assistance Representative; schedule appointments, organizes Financial Aide Night and College Application week. Develops and maintains counseling school profile, create weekly counseling newsletter and update and maintain counseling website and monitor the counseling center. Provides general clerical support – answers phone, schedules appointments, processes mail, orders test materials, and assists in coordinating ceremonies and informational meetings, mail letters, program and scholarship information. Processes onboarding of new students, to include entering information into database, schedule meeting with counselor, requests, receives and verifies records, files and transcripts for new students from previous school district, evaluates transcripts to determine transferability and credit allowance, communicate with teachers on transfer grades and ensure general student information is completed (registration, phones, pertinent information). Coordinates school visits of college representatives, military representatives, job liaisons, Aware case manager, social workers and probation officers. Develops and finalizes course guide annually, working closely with Department Heads to ensure courses are accurate. Establishes and maintains permanent cumulative student records and files; prepares and maintains a variety of records and reports with data and information related to students; transcripts, schedules, classes, enrollment, courses, grades, transfers, tests, and general correspondence, withdrawals and attendance. Monitors and maintains master schedule by building courses into the master schedule, manually removing courses, adding new courses and merging all courses to ensure efficient scheduling/enrollment. Serves as assistant collaborating with the Principal and Information Technology to set up and update Infinite Campus for the school year with course updates and new courses; correcting/updating course names and classifications and ensures proper parameters (credits, terms) for each course are accurate. Monitors NCAA and NCIA Course and School Information updates and keep students informed of status. Process and update transcripts. Inputs SAT/ACT and AP grading data into Infinite Campus. Knowledge Skills Abilities Knowledge of student registration process. Knowledge of transcript evaluation and student enrollment procedures and requirements. Knowledge of NCAA and NCIA rules and regulations. Advanced knowledge of FERPA rules and regulations, Right to Privacy laws and state legislative bills affecting high school education. Knowledge of recordkeeping and report preparation techniques Knowledge of data control procedures and data entry operations Knowledge of effective methods of collecting and organizing data and information Knowledge of safety practices and procedures. Knowledge to analyze situations to define issues and draw conclusions. Ability to follow oral or written orders from supervisor, and to coordinate work with principal and others. Ability to compile, assemble and verify a variety of student, scheduling and course information and data. Ability to establish and maintain manual and automated records and files. Ability to effectively multi-task and meet numerous deadlines throughout the school year. Ability to perform a variety of complex clerical and statistical recordkeeping. Ability to understand and carry out oral and written instructions. Ability to read, write and speak English fluently. Ability to be flexible to work with others in a wide variety of circumstances. Ability to work with a diversity of individuals and/or groups and utilize specific, job-related equipment. Ability to problem solve to analyze issue. Ability to establish and maintain effective working relationships with students, the public, and staff members. Ability to maintain cooperative working relationships with those contacted in the course of work, Ability to manage time and responsibilities, adapt to changing work priorities, communicate with diverse groups, maintaining confidentiality, meet deadlines and schedules. Ability to set priorities, work as part of a team and work with and manage frequent interruptions. Ability to maintain confidentiality of student matters. Ability to effectively communicate with students, parents, and staff. Ability to perform duties with awareness of all District requirements and Board policies. Ability to schedule activities, meetings, and/or events, gather, collate, and/or classify data and use job-related equipment. Advanced skills in projecting and analyzing data for future courses and schedules. Skill in adhering to safety practices. Skill in preparing and maintaining accurate records and using pertinent software applications (as required). Required Qualifications Any combination of training, education and experience equivalent to graduation from high school. Advanced successful work experience performing high level administrative secretarial work with high public contact. Preferred Qualifications Successful experience working with student records and enrollment. Successful experience performing administrative work in a public school setting. Knowledge of high school registration. Necessary special requirements: Montana Driver’s license or the ability to obtain license within three months of hire date. Physical and Mental Demands and Work Hazards Performs routine office work. Regularly works inside with minimal temperature variations. Ability to meet deadlines with severe time constraints. The noise level in the work environment is usually quiet to moderate. Regularly required to sit, walk and stand. Specific vision abilities required by this job include close vision, distance vision, depth perception, and the ability to adjust focus. Carrying, pushing, and/or pulling; some climbing and balancing; frequent stooping, kneeling, crouching, and/or crawling. Significant fine finger dexterity Required to be able to hear conversations in loud and quiet environments. May be required to lift or carry up to 20 pounds on a regular basis with or without an accommodation. Guidance and reinforcement are usually available. The employee frequently works within time constraints and must maintain attentiveness intensity. Frequently involved in interactions which require oral and written communications. Exercises flexibility and the ability to shift from one task to another. Occasional travel/mobility between schools, or between schools and the Administration office, may be required. Effective hearing and speech abilities. Work area is generally a hazard free environment. Demonstrates regular attendance performing duties as described. Reports to work fit for duty with characteristics inherent to the position. The duties, physical demands, work-environment characteristics, and mental/motor demands described within this vacancy announcement are representative of those that must be met by an employee to successfully perform the essential functions of this job with compliance with the American with Disabilities Act Amendment Act (ADAAA) 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.

Montana Jobs