Job Description

To apply, please send your resume and a cover letter explaining your interest in the posted position to Mrs. Preciado at principal@lapurisimaschool.org

JOB DESCRIPTION
The School Registrar plays a central and critical role in the daily operations of the school and serves as the primary representative of the school office and reference source for staff, students, parents and the public. This is a dynamic and multi-faceted role as described below.

Hours: Monday – Friday, 7:30 am – 4:00 pm

Direct Administrative Responsibilities:

Reception
Receives and greets visitors and provides information over the phone or in personal contacts with parents, students, school personnel, or the public as appropriate.
Screens correspondence and telephone calls for administrator and staff, routing calls and messages to appropriate personnel as necessary.
Evaluates situations (e.g. involving other staff, students, parents, the public, district personnel, law enforcement, etc.) for the purpose of taking appropriate action and/or directing to appropriate personnel for resolution.
Ensures that all visitors have been properly screened and signed in on the visitor’s log.
Orient and provide work direction to volunteer personnel, students and others as assigned.

Secretarial
Performs a wide variety of secretarial work, including typing and word processing, proofreading, filing, recording information and processing and distribution of correspondence.
Composes correspondence independently or with general instruction on a wide range of subjects requiring knowledge of procedures and policies of the school or Archdiocese
Updates and maintains multiple calendars as assigned; organizes appointments and meetings and makes arrangements for school visitations and facility use.
Assists with planning school events and field trips as needed; arranges travel for assigned personnel as required.
Operates a variety of office equipment including copiers, two-way radios, computers and assigned software.
Initiates office and general school supply purchase orders; receives, stores and distributes supplies and office materials, and maintains materials and equipment inventory.

Registrar & Attendance Clerk
Maintains a variety of digital records and/or files, including student records (e.g. rosters, student cum files, emergency records, daily attendance, completed reports, etc.) for the purpose of providing documentation for audit purposes and meeting state, federal and administrative requirements.
Performs enrollment activities (e.g. requesting transcripts and academic records, updating automated student information system, etc.) for all new students.
Documents transfers or withdrawals, and responds to requests for records from other schools/institutions.
Prepares and maintains a cumulative folder (both physical and digital) for each student including test scores, report cards, health records and emergency cards according to Archdiocesan, school, state, and federal policy.
Assists Principal in the preparation and distribution of student progress and report cards.
Maintains daily log of all early dismissals, tardies, late arrivals, and absences.
Runs daily absentee report ; verifies, requests, and maintains records of parent and doctor notes related to student absence.
Generates monthly excessive absence and tardies reports and notifies the Principal of any long term medical or family absence notifications.
Prints and maintains current class rosters for faculty as needed.

First Aid / Health
Perform First Aid according to established guidelines and procedures.
Store and administer student medication according to established guidelines and procedures.
Maintain accurate and up-to-date immunization records for annual Shots for School reporting of the CA Health Dept, utilizing the state CAIRS program and requesting records as needed from parents.
Fulfill assigned roles as part of the school emergency and disaster plan.

Accounts Receivable & Finance
Accepts all over-the-counter monies giving receipts for all cash received.
Assists with distribution of tuition and lunch program statements.
Assists with the implementation of the tuition assistance program and annual family application process.

Administrative Responsibilities to the Principal
In addition to the Direct Administrative Responsibilities listed above, assists the Principal in:

Establishing, maintaining and ensuring proper maintenance and use of confidential files including student, personnel and payroll records.
Drafting correspondence such as the Newsletter and School Calendar as well as other necessary forms and letters throughout the year.
Creating, revising, and distributing admissions packets, explaining the admission processes and procedures to prospective parents
Monitoring students referred for illness or disciplinary action for the purpose of ensuring their safety and welfare as assigned.
Assisting with the scheduling and coordination of assemblies (honor roll, concerts, graduations…).

Requirements

Bilingual and bi-literate in English & Spanish
Proficient in or highly motivated to learn effective use of Google Suite applications such as Docs, Sheets, Forms, and Slides as well as Word Applications such as (Word, Excel, Powerpoint…).
Able to type at an acceptable rate of speed and compose correspondence independently using correct English & Spanish usage, grammar, spelling, punctuation and vocabulary.
Knowledge and Abilities
A strong candidate is able to:

upgrade skills in order to meet changing job conditions
learn, interpret, apply, and explain school and District policies, rules and objectives
establish and implement revised office procedures as needed and according to established guidelines
prioritize and perform duties effectively with many demands on time and constant interruptions
communicate effectively both orally and in writing.
A strong candidate exhibits:

a genuine care for children
professionalism, working confidentially with discretion
strong interpersonal skills and ability to communicate with diverse groups
tact, patience, professionalism and courtesy in all communication
Physical Demands

Requires sitting, standing and walking for extended periods of time.
Requires the ability to communicate effectively using speech, vision and hearing.
Requires the ability to lift, carry, push or pull light weights, up to 30 pounds
Requires significant fine finger dexterity and the use of hands for grasping and fine manipulations.
EDUCATION AND EXPERIENCE:

High school diploma or G.E.D. Certificate
2+ years of varied and increasingly responsible clerical or secretarial experience.
LICENSES AND OTHER REQUIREMENTS:

First Aid/CPR
Criminal Justice/Fingerprint Clearance and ADLA Virtus Certification
TB Clearance
COMPENSATION & BENEFITS
Rate: $17.00/hr-$25.00/hr + (depending on experience & education)

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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