The Position
This recruitment will be used for both bilingual (Spanish) and non-bilingual positions. Please click on the link below to view the Secretary - Registrar/Records - Non-Bilingual duties and pay rate. Secretary-Registrar/Records
Community: World-famous attractions
District: Award-winning schools
Health Benefits: 100% employer contribution towards employee and family premiumsBASIC FUNCTION
Under general supervision, perform various moderately complex clerical support and record-keeping duties related to pupil enrollment, graduation/promotion, and withdrawal of students in accordance with established policies and procedures; performs specialized functions related to student records management, transcripts analysis, and data input; performs other related work as required.
DISTINGUISHING CHARACTERISTICS
Secretary – Registrar/Records is distinguished from other Secretary positions in that the incumbents in this class are assigned to a school site and perform specialized clerical support functions related to registration, enrollment, and student cumulative and permanent record maintenance requiring familiarity with District and State enrollment laws, policies and procedures.
Secretary – Registrar/Records-Bilingual (Spanish) is distinguished from Secretary – Registrar/Records in that the incumbents in the former class require the ability to speak, read and write in Spanish.
Employment Standards
MINIMUM QUALIFICATIONS
EDUCATION:
Graduation from high school.
EXPERIENCE:
Two years of increasingly responsible secretarial experience. Additional experience involving student, teenager and young adult contact, and school records management is desirable.
KNOWLEDGE, SKILLS, AND ABILITIES
KNOWLEDGE OF:
Modern office procedures, practices and equipment;
Transcript evaluation and student enrollment procedures;
State and District laws, rules and regulations related to pupil enrollment, graduation, student records maintenance and confidentiality;
Record-keeping, report preparation, and filing techniques;
Oral and written communication skills, including telephone techniques and etiquette;
Correct English usage, grammar, spelling, punctuation and vocabulary;
Customer Service Techniques;
Interpersonal skills using tact, patience and courtesy;
Proficient computer skills in data entry and software;
Intermediate math.
ABILITY TO:
Coordinate activities of the Registrar and/or Records Office at an assigned school site;
Perform and complete a wide variety of secretarial functions such as word processing, files, records and
reports;
Learn software applications;
Organize, compile and evaluate data pertaining to student coursework, grades, test scores and enrollment;
Evaluate and interpret student transcripts;
Interpret, apply and explain provisions of federal, State and District regulations related to records, transcripts and reporting activities;
Establish and maintain student records and files;
Post, maintain and review records accurately;
Prepare general, statistical and special reports.
Type and input data at a net corrected speed of 45 words per minute;
Plan and organize work;
Work independently with little direction;
Meet schedules and time lines;
Understand and follow oral and written instuctions;
Make arithmetic computations with speed and accuracy;
Work confidentially with discretion;
Complete work with many interruptions and in a timely manner;
Prioritize work, performing several tasks at one time and meet critical deadlines;
Communicate effectively both orally and in writing;
Provide customer service;
Meet and greet the public tactfully and courteously;
Establish and maintain cooperate and effective working relationships with others;
Operate a variety of office equipment including a computer terminal;
Answer telephones.
PHYSICAL DEMANDS
Employees in this classification, have direct contact with the public, students and District staff, stand, sit, walk, kneel, repeated bending, reach overhead and maintain balance; lift and carry 5 to 26 lbs; use fingers repetitively with repetitive twisting or pressure involving wrist or hands; use both hands simultaneously, speak clearly and hear normal voice conversation, see small details including depth and color; use a computer and a telephone.
WORK ENVIRONMENT
Employees in this classification, work inside, have direct contact with other District staff, students and administration, with exposure to minor contagious illnesses (colds, flu, etc) and severe contagious illnesses (tuberculosis, measles, mumps, chicken pox, hepatitis, etc); work independently with little supervision; in situations requiring a high degree of tact and diplomacy in possible negative situations (irate students or parents); with a high volume of work and stringent deadlines, with continuously changing priorities and interruptions.
Examples of Duties
Note: The statements herein are intended to describe the general nature and level of work being performed by employees in this classification, and are not to be interpreted as an exhaustive list of responsibilities and qualifications required of personnel so classified. Reasonable accommodations will be made so that qualified employees can perform the essential duties of the job.
GENERAL ESSENTIAL DUTIES
CLERICAL SUPPORT:
Performs a variety of secretarial responsibilities to relieve the administrator of clerical detail; assures smooth operations of a school office; may coordinate appointments and daily schedules for administrator; screens and/or takes messages for incoming telephone calls and directs to specific administrator; greets students, parents, and visitors to school office; issues passes to students as they request appointments and as administrators schedule students; prepares documentation for the purpose of providing written support, developing recommendations and/or conveying information; develops and revises office forms; performs record keeping, report generation and other clerical functions to support administrators and staff with assigned activities; monitors supplies and forms for the office, ordering when necessary.
REGISTRATION/ENROLLMENT/WITHDRAWAL FUNCTION:
Performs enrollment and withdrawal activities within the automated student information system for the purpose of documenting and/or providing reliable student information; creates and distributes enrollment information and registration packets; ensures new students have proper registration materials; issues student agenda with school policies, discusses bus and lunch information; enters, maintains, and updates student data including new students, adds, drops and related data into student information system (Zangle); verifies residency and mails letters to warn of inconsistencies or requests additional information; schedules language testing for new students; provides appropriate enrollment information to counselors, health information to Health Services Technician, discipline information to administrator and Special Education records to appropriate case carrier as assigned by the position; advises administrators/counselors of students' eligibility to register, graduate and participate in extra curricular activities; oversees withdrawal process including updating transcripts with withdrawal grades; requests, receives, evaluates and interprets incoming student transcripts and transcribes credits to conform with District standards; audits hours or credits earned for comparable courses; secures approval of administrator; inputs information and data into computer; provides transcripts to other schools according to established procedures; records grades and coordinates the preparation of grade reports; calculates grade point averages; reconciles and corrects errors in student records and grade reports; assists administrators by preparing and participating in pre-registration, registration, enrollment and graduation activities.
RECORD KEEPING/DATA MANAGEMENT:
Types, files, requests, and sends cumulative student records to and from other schools according to established procedures; creates query statements to print various reports; conducts record searches including verifying birth dates, graduation dates, legal names and dates of attendance; receives, monitors, tracks, logs, maintains and reviews student cumulative, confidential, and/or drop files; organizes the storage of cumulative files for all students for several years as well as the storage of reports and other documentation of records as needed; sends student permanent records to district archives according to established time lines; uses both electronic and manual record keeping systems which allow for efficient collection, retention, and retrieval of information; compiles information for surveys and reports, immigration, employment and graduation verification; assures the accuracy of student classification data within the student information system (Zangle) by responding to system audits conducted by various District departments, such as Special Programs, Special Youth Services, and Information Systems.
COMMUNICATION/CUSTOMER SERVICE:
Communicates with various District departments and outside agencies to coordinate activities, exchange information, and resolve issues or concerns; interprets and explains policies and procedures related to assigned activities; communicates with parents and provides copies of students records as requested; assists parents with the proper completion of forms; prepares correspondence to various government, County, State and private agencies verifying student enrollment, attendance, and performance; prepares, interprets and/or evaluates student records for legal or court review, and for local, County, State and federal agencies.
MISCELLANEOUS:
Trains and supervises student aides as assigned; keeps attendance records each period and provides input to school official/administrator regarding grades for each quarter for student aides according to attendance, attitude, and job performance; operates a variety of office equipment including telephone, copier, fax, computer with assigned software and peripheral equipment; attends and participates in a variety of in-service trainings and meetings.
OTHER RELATED DUTIES
May fill in for higher-level or lower-level personnel during short term absences; may assist injured or sick students and contact parents or emergency assistance when necessary; participates in other related school activities; and performs other related duties as required.
Recruitment Information
RECRUITMENT TYPE: OPEN - Anyone may apply
CERTIFICATION TYPE: OPEN & PROMOTIONAL LISTS - Qualified candidates, or Eligibles, who pass all testing stages will be placed onto one of two eligibility lists. Current employees will receive additional preference points based on longevity before being placed on a Promotional List while external candidates will be placed on an Open List. The top 3 ranks of Eligibles from the Promotional List will be certified for a hiring interview. When fewer than 3 ranks exist on the Promotional List, additional ranks of Eligibles will be certified from the Open list in rank order.
APPLICATION PROCESS
All applications must be submitted online. Applications and requests for testing will not be accepted after the recruitment closing date and time. Applicants may be rejected on the basis of an incomplete application or failure to meet minimum qualifications. The application is part of the selection process and is part of an overall assessment of acceptability for employment. All information provided is subject to independent verification of its accuracy. It is the responsibility of the applicant to provide correct contact information by which to be notified.
Note: You will eventually be disqualified in the recruitment process if you fail to disclose relevant information regarding your conviction history. It is the disclosure of the conviction that is most important in many cases.
SCREENING PROCESS
The screening process for this position, which may be subject to modification, will include some form of a(n): application screening, initial qualifications screening, documentation/certification screening, and supplemental application screening. The stated qualifications for the position represent only the minimum requirements and do not guarantee qualification for examination or placement on an eligibility list.
EXAMINATION PROCESS
The examination may consist of any combination of a(n): training and experience (T&E) evaluation, written knowledge test, hands on/performance test, structured panel interview, situational judgement interview, or other type of exam of fitness for duty. All parts of the examination process are job related. A passing score must be attained on each portion of the exam to advance to the next stage and ultimate placement on an eligibility list.
DISABILITY ACCOMMODATION
Requests for reasonable accommodations for the testing process must be made no less than two (2) days prior to the examination. Requests must be signed by your medical doctor, school psychologist, or learning consultant as appropriate and must be on provider letterhead and contain an actual signature.
EXAM PROTESTS
Protest of any part of the exam process must be in writing and submitted to the Personnel Director no later than five (5) working days from the date you participated in the exam. Any protest must include rationale to support the protest and shall include supporting documentation or references. Protests must be based on illegal discrimination, abuse of discretion, or procedure/process error. Protests should NOT be based on receiving unexpected results. We cannot be responsible for lost mail, misdirected mail, or failure of mail to be delivered after it has been entrusted to the U.S. Postal Service.
ESTABLISHMENT OF ELIGIBILITY
Candidates who are successful in all screening and testing stages will be placed on an eligibility list. The eligibility list created from this recruitment will expire after six (6) months, and may possibly be extended for one (1) year. Candidates on the expired eligibility list are no longer considered for positions within the class. Eligibility lists may be extended beyond one year or expire sooner than one year. Eligibility lists may be merged, in which case candidate ranks may change.
SELECTION PROCESS
Candidates on the eligibility list will be called in rank order to participate in final selection interviews with the hiring manager until three ranks of candidates have accepted the invitation to interview. Ranks may include ties so more than three candidates may be called to interview for one vacancy. Please note that candidates will be removed from the eligibility list for declining the invitation to interview more than three (3) times.
OFFERS OF EMPLOYMENT
Official offers of employment are ONLY made by the Anaheim Union High School District Human Resources, Classified Office. Offers are subject to satisfactory completion of ALL the pre-employment processing including: successful completion of a physical examination, tuberculosis examination, fingerprint clearance by the California Department of Justice, and proof of eligibility to work in the United States.
ADVANCED STEP PLACEMENT
All new regular classified employees shall be paid in accordance with the salary range established for the class to which assigned. Initial placement will normally be the first step of the salary range. However, a new employee may receive advanced step placement with an approval from Human Resources. Requests for advanced step must be submitted in writing to the Human Resources office before the employee's first day of work. Approval will be based on the following criteria:
A) Additional qualifying experience beyond that required for entry into the class.
B) Additional education at the college level when related to the position, beyond the established educational requirements for entry into the class.
C) Evidence of currently receiving a salary greater than the first step of the salary for the classification.
BENEFITS
Benefits earned by all permanent classified employees:
-Leaves: Sick leave, holidays, bereavement and emergency leaves.
-Retirement: Classified employees are members of the Public Employees Retirement System (PERS). Employee contribution is 7% of gross earnings.
Benefits earned by all permanent classified employees working 20 hours or more per week:
-Insurance: The District provides medical, dental, vision care, behavioral health and life insurance for the employees and their dependents.
EQUAL EMPLOYMENT OPPORTUNITY DISTRICT
Anaheim Union High School District prohibits unlawful discrimination against, and/or harassment of, District employees and job applicants on the basis of actual or perceived race, color, national origin, ancestry, religion, age, marital status, pregnancy, physical or mental disability, medical condition, veteran status, gender, gender identity, sex, or sexual orientation at a District site or activity.
The provisions of this bulletin do not constitute an expressed or implied contract. Any provisions of this bulletin may be modified or revoked, and the job description may be changed at any time without notice.
FOR FURTHER JOB INFORMATION ABOUT THE ANAHEIM UNION HIGH SCHOOL DISTRICT, PLEASE GO ONLINE TO WWW.AUHSD.US
