Fort Wayne Virtual Academy | 8hr Secretary/Registrar | School Year

JOB DESCRIPTION

Perform a variety of clerical and secretarial duties to relieve the supervisor of clerical detail; coordinate flow of communications, correspondence and information in support of assigned functions and activities.

QUALIFICATIONS

Any combination equivalent to: graduation from high school and three years of clerical or secretarial experience involving frequent public contact. The employee must have strong office, computer, public relations and oral and written communication skills. Incumbents must possess knowledge of the terminology, practices and procedures of assigned office.

ESSENTIAL FUNCTIONS

1. Provide secretarial support services for one or more administrators; assist in assuring smooth and efficient office operations; compose and type, independently or from oral instructions, note or rough draft, a variety of correspondence and other materials; review and proofread a variety of documents; duplicate, assemble, distribute, collect and verify accuracy and completeness of various documents.

2. Coordinate flow of communications and information; initiate, receive, screen and route telephone calls; take, retrieve and relay messages as needed; schedule and arrange appointments, conferences, meetings, projects and other activities; sort and distribute incoming mail, packages and materials as required; contact others to request documents as needed; prepare outgoing mail and materials for distribution.

3. Receive visitors, including administrators, staff and the public; provide assistance or direct to appropriate staff; respond to inquiries and provide assistance concerning operations, activities, time lines, policies and procedures related to assigned functions.

4. Compile information and prepare and maintain a variety of records, logs and reports related to assigned programs, services and activities; plan, produce and distribute student schedules, progress reports, interim grade cards and permanent grade reports.

5. Enroll students and request records from all previous schools; establish and maintain Student Records filing systems; create and update current student transcripts; update all parent/guardian/contact information and fulfill their requests for parent portal access.

6. Withdraw students; send records to requesting school; track whereabouts of withdrawn students; complete requests for graduate, current and withdrawn student transcripts, health records and general record information; assist Education Verifications for companies/agencies; purge five-year old records of all former students.

7. Communicate with the Guidance Department of all new enrollments and withdrawing students; prepare staff members for registration process at the beginning of the school year; assist in checking in/out of text books to teachers, students and storage rooms;.

8. Provide back-up health services as assigned by the position; administer basic first aid to students and dispense medication in accordance with FWCS policies and physician instructions.

9. Perform related duties as assigned by the Administrator to meet the particular needs of the building/unit.

PHYSICAL REQUIREMENTS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to speak and hear. The employee is required to have dexterity of hands and fingers. The employee is required to sit or stand for extended periods of time. They may be occasionally required to bend at the waist, kneel or crouch. Specific vision abilities required by this job include close vision, and ability to adjust focus. While performing the duties of this job the incumbent is seated or walking at will and must be able to push, pull, lift and carry up to 25 pounds.