Secretary / Building - CTE / Assistant Registrar

Fountain-Ft. Carson School District Eight Job Description

Building Secretary Page 1 of 2

Job Title: Building Secretary-Career and Technical Ed./Asst. Registrar Reports To: Building Principal Pay Schedule: Classified FLSA Status: Non-exempt Prepared/Revised Date: September 14, 2026 Work Year: 261

SUMMARY: The Career and Technical Education (CTE) Secretary/Registrar provides comprehensive administrative, clerical, and data management support to the high school's CTE programs. The position is responsible for organizing and maintaining student data, supporting compliance with Colorado Department of Education (CDE) reporting requirements, collecting and monitoring the CTE "Big Three" accountability indicators, preparing grant-related reports, and assisting staff in maintaining accurate records required for state and federal funding. The CTE Secretary serves as a key liaison among students, staff, district departments, post-secondary partners, industry partners, and state reporting agencies to ensure the accuracy and integrity of CTE program data and documentation (70%). This position will also assist the school registrar with student enrollment, transcripts, and registration processes (30%).

ESSENTIAL DUTIES AND RESPONSIBILITIES: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. 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. The frequency and percentage of time of duties may vary based on building assignment. Job Task Descriptions

Frequency

1. Answer phones, assist callers with questions and give information or route call to appropriate person or department. D
2. Collect, organize, verify, and maintain student and program data related to Colorado CTE accountability requirements.This includes VE135 and CTA Grant Reporting. D
3. Monitor and support reporting of the CTE "Big Three" indicators: Academic Attainment, Graduation Rate/Program Completion, Postsecondary Placement D
4. Provide clerical assistance to building staff, programs, parents and/or students. This may include typing, data entry, correspondence, copying and distributing materials. D
5. Input and maintain up-to-date records and filing systems. This may include entry of data into automated system or district specific software program. D
6. Maintain databases, spreadsheets, and electronic record systems used for CTE data collection and reporting. D
7. Generate reports for building administrators, district leadership, program coordinators, and grant managers. D
8. Assist with state and federal reporting requirements, ensuring deadlines are met and data submitted is accurate. D
9. Assist the Assistant Principal, counselor and/or administrator in completion of special projects. This may include data entry, preparing basic spreadsheets, and use of automated system or district specific software programs. Monitor budget allocations and reconciliations in collaboration with the business secretary. Assist the school registrar as needed. W
10. Maintain computerized information lists on students and employees as necessary. Maintain records required for Colorado Department of Education monitoring and audits. Ensure documentation is organized and available for state reviews, accreditation visits, and grant monitoring activities. Support data collection related to industry credentials, work-based learning experiences, concurrent enrollment, and postsecondary outcomes. W
11. Assist students, parents, and community members with CTE-related questions and requests. Coordinate collection of student forms, applications, and required documentation. Support program events, career fairs, advisory committee meetings, industry partner meetings, and student recognition activities. Maintain confidentiality of student and personnel information in accordance with district policy and applicable laws. D
12. Provide coverage for other school positions. W Fountain-Ft. Carson School District Eight Job Description

Building Secretary Page 2 of 2

13. Perform other duties as assigned. On going

EDUCATION AND RELATED WORK EXPERIENCE: High school diploma or equivalent, plus specialized courses in secretarial and basic computer software skills. More than one year and up to and including three years of experience in general office setting.

LICENSES, REGISTRATIONS or CERTIFICATIONS: Criminal background check required for hire. CPR and First Aid certifications preferred. Pass Typing (40 wpm), Word, and Excel Testing. (Required)

TECHNICAL SKILLS, KNOWLEDGE & ABILITIES: Oral and written communication skills. English language skills. Personal computer and keyboarding skills. Customer service and public relations skills. Bilingual oral and written communication skills preferred. Ability to manage multiple tasks with frequent interruptions. Ability to maintain confidentiality in all aspects of the job. Ability to promote and follow Board of Education policies, District policies and building and department procedures. Ability to communicate, interact and work effectively and cooperatively with people from diverse ethnic and educational backgrounds. Ability to recognize the importance of safety in the workplace, follow safety rules, practice safe work habits, utilize appropriate safety equipment and report unsafe conditions to the appropriate administrator.

MATERIALS AND EQUIPMENT OPERATING KNOWLEDGE: Operating knowledge of and experience with personal computers and peripherals. Operating knowledge of and experience with basic computer software. Operating knowledge of and experience with typical office equipment, such as telephones, copier, fax machine, E- mail, etc.

REPORTING RELATIONSHIPS & DIRECTION/GUIDANCE:

POSITION TITLE JOB CODE Reports to: Buildin g Principal

POSITION TITLE # of EMPLOYEES JOB CODE Direct reports: This job has no direct supervisory responsibilities.

PHYSICAL REQUIREMENTS & WORKING CONDITIONS: The physical demands, work environment factors and mental functions described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

PHYSICAL DEMANDS While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee is occasionally required to stand; walk; stoop, kneel or crouch. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

WORK ENVIRONMENT While performing the duties of this job, the employee is occasionally exposed risk of electrical shock. The noise level in the work environment is usually moderate.

MENTAL FUNCTIONS While performing the duties of this job, the employee is regularly required to compare, analyze, communicate, copy, coordinate, instruct, compute, synthesize, evaluate, use interpersonal skills, compile and negotiate.