Under the direction of the assigned administrator, prepare, maintain, modify and evaluate manual and automated scholastic records at an assigned high school; monitor and assess student records to identify graduation deficiencies and eligibilities; obtain and respond to requests for student records, transcripts and related information; prepare State-mandated, District and school records and reports.

Essential Duties

Prepare, maintain, modify and evaluate manual and automated scholastic records; establish and maintain assigned records and filing systems; maintain confidentiality of sensitive and privileged information.

Input and audit data regarding current and new students including grades, credits, test scores, grade level and other student information into an assigned student information system; maintain new cumulative student records and files; generate a variety of computerized lists and reports related to student information utilizing spreadsheets or appropriate databases.

Monitor and assess student records to identify graduation deficiencies and eligibilities and communicate to appropriate administrators; interpret and evaluate transcripts received from other schools including foreign transcripts to determine allowable credits.

Compile data related to current and new students including grades, credits, test scores, course requests and other student information; contact other schools to request transcripts and student information; calculate student GPA’s and class rank; properly code exiting, inactive, returning, and non-graduating/graduating students.

Respond to inquiries from students, parents, staff, schools, alumni and various outside agencies concerning student information; receive telephone calls and e-mails, greet visitors and provide information and assistance to students, parents, staff and the public regarding student grades, enrollment and related policies and procedures.

Provide official or unofficial transcripts and information related to student grades, credits, graduation status and related data; prepare transcripts for mailing.

Provide assistance to staff concerning manual and automated record-keeping and departmental policies and procedures as needed; assure compliance with established guidelines and regulations.

Review program and schedule changes and modify student records; distribute information concerning student schedule changes to faculty and other departments.

Operate a variety of office equipment including a calculator, copier, fax machine, computer and assigned software.

Distribute, collect, and process grade forms, report cards and variety of specialized forms and applications; receive and input summer school grades; review for completeness and accuracy; duplicate materials as necessary.

Perform other activities in the office including reviewing the master schedule for discrepancies, preparing student class schedule/teacher rosters, maintaining records of enrollment and student academic standing, and forwarding/faxing transcripts to new schools as requested or as assigned by the position.

Prepare lists of graduates and submit for signatures and printing.

Other Duties

Perform related duties as assigned.

Knowledge Of

Transcript evaluation, maintenance and processing methods, procedures and guidelines.

State and organizational requirements for graduation.

Modern office practices, procedures and equipment.

Applicable laws, codes, regulations, District policies and procedures.

Record-keeping, report preparation and filing techniques.

Telephone techniques and etiquette.

Oral and written communication skills.

Correct English usage, grammar, spelling, punctuation and vocabulary.

Interpersonal skills using tact, patience and courtesy.

Operation of a computer and assigned software.

Methods of collecting and organizing data and information.

Data entry techniques.

Basic math.

Database and spreadsheet programs.

Ability To

Prepare, maintain, modify and evaluate manual and automated scholastic records at an assigned high school.

Monitor and assess student records to identify graduation deficiencies and eligibilities.

Obtain and respond to requests for student records and information.

Interpret, apply and explain rules, regulations, policies and procedures.

Determine appropriate action within clearly defined guidelines.

Answer telephones and greet the public courteously.

Type or input data with accuracy.

Work independently with little direction.

Plan and organize work.

Meet schedules and time lines.

Maintain confidentiality of sensitive and privileged information.

Compile, assemble, verify and prepare data for records and reports.

Complete work with many interruptions.

Operate a variety of office equipment including a computer and assigned software.

Communicate effectively both orally and in writing.

Establish and maintain cooperative and effective working relationships with others.

Any combination of education and/or experience equivalent to: High school diploma or equivalent and three years of increasingly responsible secretarial experience.

Environment

WORKING CONDITIONS:

Office environment.

Physical Demands

Dexterity of hands and fingers to operate a computer keyboard.

Sitting or standing for extended periods of time.

Bending at the waist, kneeling or crouching to file materials.

The examination process for this recruitment may be comprised of one or any combination of the following: screening of the applicant's training, background, and experience; scored evaluation of responses on a supplemental application; written examination(s); qualifications appraisal oral examination; performance examination; or technical oral examination, scored on a job-related basis. Only the most highly qualified candidates will be invited to continue in the examination process. Successful candidates who pass all parts of the examination process will be placed on the eligibility list in order of their relative merit as determined by these competitive examinations.

If your application is accepted to advance in this recruitment, the exam and interview dates are as follows:

Written Examination - April 22, 2025

Oral Examination - TBD

Dates are tentative, but it is highly recommended that you plan your calendar accordingly. No Make-Up dates will be offered.

Other Important information: The duration of the eligibility list is one (1) year unless extended by the Personnel Commission. The eligibility list from this recruitment will be used for full-time, part-time and limited term positions.

New employees to the district are place on step A of the salary schedule. The maximum salary is reached after 3 ½ years of employment

Recruitments that list Promotional and Open Competitive opportunities may result in one of the following: 1) a dual-certified list in which internal employees of the San Lorenzo Unified School District are awarded seniority points to their final passing score before placement on the eligibility list, or 2) two separate eligibility lists consisting of candidates on a promotional only list and an open list. In the latter case, candidates on the promotional list are referred to the hiring authority before candidates on the open. However, where less than three ranks exist on the promotional list, the open list will be utilized to complete a total of three ranks.

Closing Date/Time: Tue, 15 Apr 2025

San Lorenzo Unified School District

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