2026-2027 SY - Re-advertised - Secretary (203 Contract Day) - Secondary

Gallup-McKinley County Schools; Tohatchi (NM); On-site; USD 28,000 - 30,000; Full time

Job summary

Gallup-McKinley County Schools seeks a detailed Secretary (203 Contract Days) for Tohatchi Middle School. The role supports the counseling department by maintaining and supervising student records and transcripts, ensuring confidentiality, and providing clerical assistance to the counseling office.

Position is on-site at Tohatchi Middle School, with a 203-day contract and 7.5 hours per day. Requires a High School Diploma or equivalency; Microsoft Office experience is essential.

Qualifications

• High school diploma or equivalent required; experience in an office setting preferred but not required.
• Proficiency with Microsoft Office and basic computer skills.
• Ability to maintain confidentiality and manage student records.
• Strong organizational and clerical skills; attention to detail and accuracy.

Responsibilities

• Create, request and maintain transcripts for current and former students.
• Prepare and mail official transcripts; log requests and receipts.
• Evaluate transcripts for new students and prepare cumulative folders.
• Distribute grade sheets and report cards; file records in registrar office.
• Assist counseling secretary with clerical tasks and record requests.

Skills

Math basics

Excel

Problem solving

Office equipment operation

Clerical procedures

Filing

Record keeping

Cultural diversity understanding

Education

High School Diploma or equivalency

Tools

Microsoft Office Excel

Microsoft Office Suite

Job description

Title: Secretary (203 Contract Days) Secondary

Work Location: Tohatchi Middle School

Work Hours: 7.5 hours/Day

Contract Length: 203 Days

Minimum Salary: $28,044.00

Maximum Salary: $30,380.00

SUMMARY: Works with the school counseling department to maintain and supervise records on present and former students. Maintains good public relations with students, staff, administration and other agencies and institutions who may request records. Works to accomplish these expectations by performing the following duties.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Create, request and maintain transcripts on all present and former students. These records must be treated with confidentiality and maintained according to district policies, local and state laws, and federal laws relating to Students' Right to Privacy.
• Prepare, log and mail out official student transcripts.
• Request transcripts from other schools; keep a log of date requested and date received.
• Upon receipt of transcripts for a new student, evaluate the courses and credits received and begin a cumulative folder and transcript card for new students.
• Prepare transcripts for incoming freshmen at the beginning of their first semester. (High Schools Only)
• Make a copy of each transcript for the counselor's office and keep all official transcripts in the office of the registrar.
• At the close of each grading period, the registrar will collect grade sheets from each teacher, check grade sheets for errors and prepare grade sheets for generating of student report cards.
• Upon completion of student report cards, the registrar will deliver all report cards to the teachers for distribution to the students or as required by the school procedure.
• Keep grade sheets and copies of report cards on file in the registrar's office.
• Take phone calls from colleges, the Armed Forces and other institutions regarding current and former students' records. Information may also be requested by, and given to, prospective employers and law enforcement agencies.
• Work with counseling secretary to give clerical assistance to the counseling office.
• Upon student's withdrawal from school, receive a signed copy of the withdrawal form with grades and fines, post the fines to the transcript, pull the transcript and copies and file in the dead file, available for reactivation and review at any time.
• Assist all seniors, former students, in sending transcripts to various colleges and universities upon request. (High Schools Only)

Qualification Requirements

Knowledge of:

• Basic mathematics - addition, subtraction, multiplication and division.
• Basic us of Microsoft Office Excel spreadsheet program.
• Basic problem solving.
• Modern office equipment, including computers.
• Basic understanding of Microsoft Office Software Suite.
• Basic clerical procedure, methods and computer equipment.
• Principles and procedures of filing.
• Modern office procedures.
• Basic record keeping.
• Cultural diversities of the local area.

Ability To

• Perform general clerical work including maintaining files.
• Operate standard office machines including a computer.
• Understand and follow oral and written instructions.
• Communicate clearly and concisely, both orally and in writing.
• Compute rate, ratio, and percent and to draw and interpret bar graphs either manually or utilizing Microsoft Office Excel software program.
• Maintain physical condition appropriate to performing assigned duties and responsibilities.
• Maintain mental capacity which allows for effective interaction and communication with others.
• Understand and respect the cultural diversities, and Native American traditional beliefs and practices, of students and their families.

Experience And Training Guidelines

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Experience: Office experience preferred but not required.

Education: High School Diploma or equivalency.

Work Environment

• On-Site attendance is mandatory for this position.

Working Conditions

Work with computers, maintains same work schedule as teachers, or on a schedule established by the supervisor. The noise level in the work environment is usually moderate but, may become loud at times.

Physical Conditions

Essential functions may require maintaining physical condition necessary for moderate to heavy lifting and standing and walking for long periods of time and stooping and bending.

You must attach a copy of your High School Diploma or equivalency. You must attach copies of ALL college transcripts to verify hours.