Department Secretary- Registrar/Guidance

Addison Trail High School

Department Secretary- Registrar/Guidance

Available: January 4, 2027

Title: REGISTRAR / GUIDANCE SECRETARY

Reports To: Director of Guidance

Duration: 12 Months

Salary: Level IV Step 1

Purpose Statement

The Registrar / Guidance Secretary supports the operation of the Guidance Department and the accurate maintenance of student enrollment and academic records. This position coordinates student registration and withdrawals; manages transcripts, grades, and graduation records; provides clerical and communication support to counselors, students, and families; and assists with student services and department activities in accordance with district procedures and applicable confidentiality requirements.

Essential Duties and Responsibilities

Student Enrollment, Registration and Records

• Coordinates registration, enrollment, re-entry, and transfer processes for incoming and current students; reviews required documentation, assists families with online registration, and works with counselors and district staff to complete enrollment.
• Verifies, updates, and maintains student demographic, residency, identity, guardianship, and enrollment information in the student information system; coordinates corrections and reporting with designated district personnel.
• Processes student withdrawals and transfers; explains procedures to families, coordinates clearance requirements, and prepares and forwards records to receiving schools as authorized.
• Creates, maintains, files, retrieves, and archives confidential student records, including incoming ninth-grade, transfer, withdrawn, and graduate files.

Academic Records, Transcripts and Graduation

• Reviews and evaluates domestic and foreign transfer transcripts, applies district credit and proficiency guidelines, and enters approved academic history into student records.
• Enters and verifies grades, credits, and approved grade changes from credit recovery, summer school, alternative programs, independent study, and other approved instructional settings in PowerSchool and SIS, as applicable.
• Processes official and unofficial transcript requests and education verifications through approved systems and communication methods; verifies authorization and releases records in accordance with district procedures and applicable law.
• Prepares academic verification letters and forms for students, families, colleges, military representatives, employers, government agencies, and other authorized requesters.
• Review transcripts, grades, credits, and other graduation requirements to verify student eligibility and maintain accurate graduation records. Maintains and reconciles December, May, and August graduation lists; confirms student names, academic records, and graduation information in collaboration with counselors and other school personnel.
• Coordinates diploma orders, covers, seals, graduation materials, and final-transcript distribution; prepares graduate records for permanent retention or storage.

Guidance Department and Student Services Support

• Provides administrative support to the Director of Guidance, counselors, and related student-services staff, including scheduling, correspondence, document preparation, record retrieval, and student/parent communications.
• Assist counselors and students with the administrative processes related to college applications, scholarships, financial aid, and career exploration.
• Greets students, families, and visitors; responds to inquiries, answers and routes telephone calls and messages, documents relevant contacts, and promptly refers students requiring immediate assistance to appropriate professional staff.
• Coordinates transportation information and communications for students served through McKinney-Vento and designated alternative or out-of-school programs, including GOAL, Achieve, and OSP, in collaboration with transportation providers and district staff.
• Assists with student registrations, counselor meetings, Section 504 meeting arrangements, course selection, AP examination preparation, and college/career-related activities as assigned.
• Coordinates logistics for Guidance Department events, student recognition activities, parent meetings, and presentations, including invitations, room reservations, facility requests, supplies, and event materials.

Communication and Office Operations

• Communicates with families, staff, agencies, and community members by telephone, email, and in person; may provide Spanish-language communication and oral interpretation support when assigned and qualified.
• Prepares, distributes, and maintains departmental forms, letters, reports, lists, mailings, and records; assists with special-purpose student documentation, including driver education and Social Security attendance forms.
• Orders and maintains supplies, prepares registration and informational materials, supports mail distribution and bulk mailings, and performs general office and clerical functions.
• Uses appropriate judgment in prioritizing work, protecting confidential information, resolving routine issues, and referring questions requiring administrative or professional decisions.

Other Functions

• Attends meetings, training, and professional development necessary to remain current with district systems, procedures, and requirements.
• Coordinates assigned student assistants or temporary support personnel, when applicable.
• Performs other related duties as assigned to support effective operation of the school and Guidance Department.

Job Requirements: Minimum Qualifications

The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Skills, Knowledge and Abilities

SKILLS and KNOWLEDGE: Proficiency with office software, word processing, spreadsheets, electronic records, and standard office equipment; accurate data entry and record management; familiarity with student enrollment, transfer, graduation, and student-record confidentiality requirements; strong written and verbal communication skills. English/Spanish bilingual proficiency is preferred and may be required for assigned interpretation responsibilities.

ABILITY is required to schedule a significant number of activities, meetings, and/or events; gather, collate, and/or classify data; and use basic, job-related equipment. Flexibility is required to work with others in a wide variety of circumstances; work with data using defined, similar processes; and operate equipment using defined methods. Ability is also required to work with a diversity of individuals and/or groups; work with similar types of data; and utilize specific, job-related equipment. Independent problem-solving is required to analyze issues and develop action plans. Problem-solving with data requires following prescribed guidelines, and problem-solving with equipment is limited. Specific Ability-based competencies required to satisfactorily perform the functions of the job include: attention to detail; communication with diverse groups; maintaining confidentiality; and working with frequent interruptions.

Responsibility

Works under general supervision using established procedures and sound judgment. Coordinates with counselors, administrators, district data personnel, transportation providers, and outside agencies. Responsibilities include the accurate handling and authorized release of sensitive student information and timely completion of enrollment, academic-record, and graduation processes.

Working Environment

The usual and customary methods of performing the jobs functions require the following physical demands: some lifting, carrying, pushing, and/or pulling and significant fine finger dexterity. Generally the job requires 80% sitting, 10% walking, and 10% standing. The job is performed under conditions with some exposure to risk of injury and/or illness.

Education High school diploma or equivalent.

Experience Job-related experience is required.

FLSA Status Non-exempt