Principal Secretary/Bookkeeper & Registrar

JOB TITLE: Principal Secretary/Bookkeeper & Registrar

LOCATION: Alice Terry Elementary
WORK YEAR: 200 Days
SCHEDULE: 40 hours per week, Monday–Friday, 7.5 hours per day
WORK STATUS: Classified, Hourly, Non-Exempt
REPORTS TO: Principal

POSITION SUMMARY

The Principal Secretary/Bookkeeper & Registrar is responsible for providing comprehensive administrative, financial, student records, enrollment, health office, athletic, and school operations support at Alice Terry Elementary.

This position serves as a key administrative resource to the Principal, school staff, students, parents/guardians, and community members. Responsibilities include school bookkeeping and financial transactions; enrollment, withdrawals, student records, transcripts, and student information systems; attendance and scheduling support; athletic and activity account support; purchasing; special event coordination; communication; and general school office operations.

The position requires a high degree of confidentiality, organization, accuracy, customer service, and the ability to manage multiple responsibilities while responding effectively to the daily needs of students, families, staff, and school administration.

ESSENTIAL DUTIES AND RESPONSIBILITIES

SCHOOL OFFICE AND ADMINISTRATIVE SUPPORT

• Provide administrative and secretarial support to the Principal and school administration.
• Greet students, parents/guardians, teachers, staff, and visitors and maintain a welcoming, professional, and orderly office environment.
• Answer, screen, and route incoming telephone calls; take and distribute messages as appropriate.
• Compose, type, distribute, and mail correspondence, reports, forms, documents, notices, and other school communications.
• Maintain office files, records, meeting minutes, committee records, handbooks, emergency documents, and other administrative records.
• Maintain and update staff, student, and emergency handbooks and related school documents.
• Communicate website updates and other required information to the district technology team.
• Maintain and program bell schedules, master clock systems, copier codes, and other office systems.
• Maintain records and documentation related to summer maintenance work orders.
• Maintain teacher classroom inventory and teacher checkout records in accordance with district procedures.
• Assist office staff in maintaining coverage and responding to the daily needs of students, families, and staff.
• Provide oral and written Spanish/English translation and interpretation as needed.
• Maintain confidentiality of student, employee, financial, health, and other sensitive information.
• Provide administrative support for school meetings, events, conferences, field trips, and other activities.
• Serve as back-up health clerk, as needed.
• Perform other related duties as assigned or requested.

REGISTRAR, ENROLLMENT, AND STUDENT RECORDS

• Manage the student enrollment process, including enrollment of new students, collection and verification of required documentation, student records, and withdrawals.
• Collect choice enrollment forms, submit applications to Administration, prepare acceptance correspondence, and maintain District and Office Choice Enrollment spreadsheets.
• Enroll new students by collecting district-required enrollment documentation and assisting parents/guardians with Parent Portal and Infinite Campus.
• Process records requests for newly enrolled students by contacting previous schools and obtaining official student records.
• Coordinate with other school registrars regarding students transferring into and out of the district.
• Process student withdrawals, notify appropriate staff, and send official records to receiving schools in accordance with district procedures.
• Maintain complete, accurate, and confidential cumulative student records.
• Maintain student demographic, enrollment, attendance, behavior, academic, credit, and other required information in Infinite Campus.
• Ensure student and parent/guardian information is accurate in Parent Portal and Infinite Campus.
• Assist parents/guardians with Parent Portal account setup and password resets.
• Input grades and credits for newly enrolled students.
• Update transcripts by posting grade changes, new grades, credit recovery coursework, and other academic information.
• Prepare official transcripts and student records for colleges, universities, vocational/trade schools, other educational institutions, and authorized agencies.
• Process authorized student record requests in accordance with district policies and applicable requirements.
• Update student data regularly and run Validation and Certification reports, making corrections as necessary.
• Assist Administration with the One-Day October Count and required district reporting.
• Prepare Ad Hoc reports and other student information reports as requested.
• Maintain accurate enrollment and withdrawal documentation.
• Create student identification cards for students who are new or have lost their identification cards.
• Upload birth certificates and other required documentation into Infinite Campus.
• Assist students, parents/guardians, Counselors, Administration, and staff with questions regarding enrollment, records, transcripts, and student information.
• Supervise student assistants and maintain attendance logs as assigned.

BOOKKEEPING, FINANCE, PURCHASING, AND ACTIVITY FUNDS

• Maintain financial records for activity funds, general funds, petty cash, and other school accounts.
• Perform bookkeeping functions and monthly account reconciliations.
• Handle banking transactions and maintain appropriate financial documentation.
• Manage accounts payable and accounts receivable.
• Process purchase orders, requests for payment, invoices, receipts, and activity-related financial transactions.
• Purchase school supplies and other approved materials.
• Process student obligations, class fees, athletic fees, activity fees, and fundraiser collections.
• Maintain accurate records of student fees, obligations, collections, and outstanding balances.
• Reconcile monthly expenditures and activity accounts.
• Assist the Athletic Director with financial management and reconciliation of athletic and activity budgets.
• Maintain records related to fundraising activities and associated revenues and expenditures.
• Prepare and submit required financial reports and documentation.
• Maintain appropriate records for sales tax reporting related to textbook, activity, and other applicable sales.
• Manage and reconcile petty cash in accordance with district procedures.
• Assist with payroll and submit timesheets and payroll documentation for classified employees as assigned.
• Maintain financial records in accordance with district policies, procedures, and applicable accounting requirements.

ACTIVITIES STUDENT PROGRAMS

• Provide administrative and financial support to the Activities Director.
• Reconcile activity budgets and maintain related records.
• Process student activity fees, and fundraiser-related transactions.
• Maintain confidential participation records as required.
• Assist with schedules, forms, communications, and administrative requirements as assigned.
• Support school activities, student programs, fundraisers, and special events.
• Coordinate administrative details associated with school events.

TEXTBOOKS, BOOKS, INVENTORY, AND SCHOOL ASSETS

• Receive and distribute textbooks, reading books, and other instructional materials.
• Maintain textbook and instructional material distribution records.
• Maintain textbook inventory and records of materials assigned to students and staff.
• Process textbook sales and maintain associated sales tax records.
• Maintain teacher classroom inventory and checkout documentation.
• Assist with the tracking, distribution, collection, and accountability of school materials and equipment.

ATTENDANCE, STAFFING, AND SCHOOL OPERATIONS

• Maintain student and staff absence reports as assigned.
• Assist with coordinating conferences, field trips, transportation, and bus requests.
• Procure substitutes and arrange class coverage as needed.
• Maintain documentation related to staff absences, coverage, and substitute assignments.
• Coordinate school office coverage and provide backup support to other office personnel.
• Maintain records and schedules related to school activities and operational needs.
• Assist with school emergency procedures and serve as an administrative contact during emergencies.
• Serve as a primary office contact during fire alarms, student illness, accidents, police notifications, and other emergencies, following district procedures.

SCHOOL COMMUNICATIONS, CLIMATE, AND SPECIAL EVENTS

• Assist in maintaining a positive school culture and climate.
• Maintain culture and climate bulletin boards and other designated school displays.
• Assist with school-wide communications and distribution of information.
• Coordinate administrative details for conferences, meetings, graduation, special events, and other school activities.
• Support the Principal and school leadership with special projects and initiatives.

SUPERVISORY DUTIES

None.

The position may provide day-to-day direction to student assistants or volunteers as assigned but does not have formal supervisory responsibility for district employees.

POSITION REQUIREMENTS

Required

• High school diploma or G.E.D.
• One to three years of bookkeeping, clerical, secretarial, administrative, or related experience.
• Bilingual Spanish/English proficiency, including strong oral and written communication skills.
• Knowledge of Microsoft Office, including Word and Excel.
• Ability to learn and effectively use Infinite Campus and other district information systems.
• Ability to operate general office equipment.
• Ability to maintain accurate financial, student, personnel, and health records.
• Strong organizational, time management, communication, and decision-making skills.
• Ability to effectively multitask and prioritize competing responsibilities.
• Ability to work independently and collaboratively.
• Ability to work effectively with students, parents/guardians, staff, and community members from diverse backgrounds and abilities.
• Ability to maintain confidentiality.
• Ability to remain professional and effectively diffuse difficult or volatile situations.
• Strong attention to detail and accuracy.

Preferred

• Experience in an educational environment.
• Experience with Infinite Campus.
• Experience with school bookkeeping or financial systems.
• Experience with Infinite Visions or similar financial/accounting software.
• Experience with student enrollment and records.
• Experience with health office responsibilities.
• Previous experience supporting athletics or student activities.
• Some college coursework.

GENERAL EXPECTATIONS

• Maintains a positive and professional attitude.
• Presumes positive intentions.
• Demonstrates initiative and is a self-starter.
• Is detail-oriented and accurate.
• Is flexible and adaptable to changing priorities.
• Has the ability to work collaboratively with supervisors and co-workers.
• Demonstrates sound judgment and discretion.
• Maintains confidentiality.
• Observes all district policies and procedures.
• Supports the Sheridan School District Strategic Plan.
• Maintains professional relationships with students, families, staff, and community members.
• Demonstrates cultural responsiveness and respect for diverse students and families.

ESSENTIAL ENVIRONMENTAL DEMANDS

The position is primarily performed in a school office environment with frequent interaction with students, parents/guardians, staff, administrators, and visitors. The environment is generally clean and healthy with some noise and frequent interruptions. The position may occasionally require work in other areas of the school and participation in school activities or events.

ESSENTIAL PHYSICAL REQUIREMENTS

The usual and customary methods of performing the job's functions require the following physical demands:

• Frequent sitting, standing, and walking.
• Frequent use of computers, keyboards, telephones, and other office equipment.
• Significant fine finger dexterity and repetitive motion.
• Occasional lifting and carrying of approximately 5–10 pounds.
• Occasional pushing and/or pulling.
• Occasional reaching, bending, stooping, squatting, and kneeling.
• Ability to move throughout the school building as necessary to perform assigned duties.
• Ability to respond to student health and emergency situations consistent with training and job responsibilities.

CLEARANCE

Must clear online background check and FBI fingerprint check through the Colorado Bureau of Investigation.

SALARY

This position is classified and is an at-will position with the Sheridan School District.

Initial placement will be on the current approved Classified Office Personnel Salary Schedule based upon previous experience in a related field.

The annual salary will be determined by the number of hours scheduled to work each day and the number of days scheduled to work each year. The computed annual salary will be spread out in equal payments over 12 months. Sheridan School District employees are paid once a month on the first working day of the month that is not a weekend day or holiday.

BENEFITS

Employees who are scheduled to work 30 or more hours per week are eligible to obtain district health benefits, which include medical, dental, vision, life and disability insurance, and supplemental benefits.

Positions that qualify for benefits also qualify for leave, which could include vacation and daily leave, as determined by the position and number of days assigned.

Sheridan School District No. 2 is a public employer and participates in the Colorado Public Employees' Retirement Association (PERA). All eligible employees are required by state statute to contribute the applicable employee contribution on a pre-tax basis to PERA. The District contributes the applicable employer contribution in addition to the employee contribution.

FLSA STATUS

Classified, Hourly, Non-Exempt.

APPLICATION INSTRUCTIONS

All interested and qualified applicants must complete an online application through the Sheridan School District application system. Incomplete applications and resumes received in lieu of applications will not be considered. Selected applicants will be contacted for an interview. This position will close once the vacancy has been filled.

GENERAL DISCLAIMER

This description is not intended, and should not be construed, to be an exhaustive list of all responsibilities, skills, efforts, or working conditions associated with this job. It is intended to be an accurate reflection of the principal job elements essential for making compensation decisions. This job description is subject to change in accordance with the needs of the District and is not intended to create any express or implied contract of employment or expectancy of continued employment for any definite term.

Sheridan School District is an equal opportunity educational institution and does not unlawfully discriminate on the basis of race, color, religion, age, national origin, sex, gender, physical or mental disability, or sexual orientation in admission or access to, or treatment or employment in, its educational programs or activities.