IT/Central Enrollment Secretary (Anticipated)

TITLE: Information Technology Department/Central Enrollment Secretary

SERVICE RANGE: Pre-K through 12 

NOTE:

This is not necessarily an exhaustive list or all-inclusive list of responsibilities, skills, duties,

requirements, efforts, functions, or working conditions associated with the job. The school district may add to, modify, or delete any aspect of this job at any time as it deems advisable or necessary.

BASIC FUNCTION:

This position provides administrative support in a professional manner and responds to a variety of inquiries from internal and external sources while maintaining a confidential and efficient working environment. Performance of this job will be evaluated on an annual basis. This is a 12-month position.

EDUCATION AND EXPERIENCE:

The educational requirement for this position is a minimum of a High School Diploma. Experience and education in secretarial services. A minimum of one (1) year secretarial experience preferred.

KNOWLEDGE, SKILLS AND ABILITIES:

• Requires experience and skills with appropriate technologies (Microsoft Office, Google products, email, telephone/voicemail system, etc.)
• Requires the ability to maintain an efficient flow of work schedule and responsibilities.
• Strong interpersonal, organizational, and communication skills.
• Maturity and ability to deal harmoniously with all types of people.
• Use of discretion regarding the handling of confidential information.
• Demonstrated ability to work under deadlines and to prioritize tasks.
• Demonstrated ability to effectively generate correspondence and coordinate communication between administration, staff, substitutes, and other stakeholders.
• Past indications of willingness to upgrade skills.
• Demonstrated knowledge and application of effective secretarial principles, practices, and trends.
• Demonstrated knowledge and application of communication techniques and technologies for job related responsibilities.
• Must be able to perform the performance responsibilities listed above at a high level. 

AUTHORITY AND RESPONSIBILITIES ((E) Designates Essential Functions):

1. Register new students as needed.
2. Assist buildings with updating address changes and parent information as needed with regard to the enrollment process.
3. Utilize Student Information System (SIS).
4. Completes student and family residency verification (reviews proofs of residency).
5. Requests necessary records and documents from the previous school district and sends them to the appropriate building.
6. Print appropriate permanent record files from the enrollment process, create permanent record folder, and send to the appropriate building.
7. Daily updating and monitoring of shared online Google Sheet.
8. Enrolls Pre-K Counts Students once approved for the program.
9. Kindergarten Registration/Enrollment.
10. Prepare and distribute enrollment notifications to building offices as enrollments occur.
11. Shred documents on an annual basis.
12. Provides assistance to the Special Education Office, Business Office, and PIMS Coordinator with the registration and enrollment of Out-of-District Students.
13. Supports the Technology Help Desk by responding to first-level support requests, making necessary updates to the work order system, and contacting technicians as needed.
14. Purchasing of Technology related equipment (PEPPM, Costars, or 3 quotes included)
15. Purchasing of supplies from Amazon (district-wide) and monthly reconciliation of invoices.
16. Tracking and coding of technology-related invoices.
17. Generates student technology fines quarterly and mails invoices to parents and guardians.
18. Collect fees from invoices and reconcile accounts.
19. Assist the Technology Director and Department as needed.
20. Must have good communication skills - parents, staff, administrators, technology, etc.
21. Maintains updates to the district website.
22. Knowledge of Google (sheets, docs, forms), excel, word, Powerschool (SIS), etc.and basic ability to fax, email, and scan documents.
23. Maintain District Technology assets in the Asset tracking System.
24. Maintain School Messenger Notification System Database list for Non PIMS employees and Non-district employees
25. First-Level support for student walk-ins.
26. Attention to detail-accuracy is important.