Portage | 8hr Secretary/Registrar | School Year

Portage Middle School; Fort Wayne (IN); On-site; USD 20,000 - 30,000; Full time

Job summary

Portage Middle School in Fort Wayne, IN seeks a capable Secretary/Registrar to handle clerical duties and support school administrators. You will manage communications, scheduling, and document preparation, ensuring accurate records.

The role requires a high school diploma and several years of clerical experience, with strong public contact skills and proficiency in office software. Candidates must be organized and customer-service oriented.

Qualifications

• High school graduation and clerical/secretarial experience involving frequent public contact.
• Strong office and computer skills; proficient with common office software.
• Excellent oral and written communication; knowledge of office terminology and procedures.
• Ability to coordinate communications and maintain accurate records.

Responsibilities

• Provide secretarial support for administrators; draft and proofread documents; manage correspondence.
• Coordinate communications: route calls, schedule meetings, and handle mail and documents.
• Greet and assist visitors; respond to inquiries about operations, timelines, policies.
• Prepare student-related records, schedules, reports, and maintain filing systems.
• Enroll students, update records, and assist with parent portal access as needed.

Skills

Clerical experience

Public relations

Oral and written communication

Office software

Knowledge of office procedures

Education

High school diploma

Tools

Office software suites

Job description

Job Description

PURPOSE

Perform a variety of clerical and secretarial duties to relieve the supervisor of clerical detail; coordinate flow of communications, correspondence and information in support of assigned functions and activities.

MINIMUM QUALIFACTIONS

• Any combination equivalent to: graduation from high school and three years of clerical or secretarial experience involving frequent public contact.
• The employee must have strong office, computer, public relations and oral and written communication skills. Incumbents must possess knowledge of the terminology, practices and procedures of assigned office.

ESSENTIAL FUNCTIONS

• Provide secretarial support services for one or more administrators; assist in assuring smooth and efficient office operations; compose and type, independently or from oral instructions, note or rough draft, a variety of correspondence and other materials; review and proofread a variety of documents; duplicate, assemble, distribute, collect and verify accuracy and completeness of various documents.
• Coordinate flow of communications and information; initiate, receive, screen and route telephone calls; take, retrieve and relay messages as needed; schedule and arrange appointments, conferences, meetings, projects and other activities; sort and distribute incoming mail, packages and materials as required; contact others to request documents as needed; prepare outgoing mail and materials for distribution.
• Receive visitors, including administrators, staff and the public; provide assistance or direct to appropriate staff; respond to inquiries and provide assistance concerning operations, activities, time lines, policies and procedures related to assigned functions.
• Compile information and prepare and maintain a variety of records, logs and reports related to assigned programs, services and activities; plan, produce and distribute student schedules, progress reports, interim grade cards and permanent grade reports.
• Enroll students and request records from all previous schools; establish and maintain Student Records filing systems; create and update current student transcripts; update all parent/guardian/contact information and fulfill their requests for parent portal access.
• Withdraw students; send records to requesting school; track whereabouts of withdrawn students; complete requests for graduate, current and withdrawn student transcripts, health records and general record information; assist Education Verifications for companies/agencies; purge five-year old records of all former students.
• Communicate with the Guidance Department of all new enrollments and withdrawing students; prepare staff members for registration process at the beginning of the school year; assist in checking in/out of text books to teachers, students and storage rooms.
• Provide back-up health services as assigned by the position; administer basic first aid to students and dispense medication in accordance with FWCS policies and physician instructions.
• Supports the FWCS Schools of Success mission to empower all students to reach their potential through equitable and relevant community-connected experiences to ensure students achieve at least one of the 4E's - (Enrollment, Employment, Enlistment, or Entrepreneurship.)
• Positively promotes and embodies the FWCS Schools of Success six core competencies in our daily work: Creativity and Innovation, Critical and Analytical Thinking, Collaboration, Communication, Cultural Agility, and Self-Direction
• Perform related duties, as assigned.

PHYSICAL REQUIREMENTS

To perform the essential functions of this job effectively and safely, employees must meet the following physical qualifications:

• Communication Skills: Ability to speak clearly and hear effectively in various environments.
• Manual Dexterity: Adeptness in the use of hands and fingers.
• Postural Endurance: Sit or stand for prolonged periods, as the job requires.
• Flexibility: Ability to bend at the waist, kneel, or crouch to perform specific duties.
• Visual Acuity: Close vision ability with the capacity to adjust focus.
• Mobility: Freedom to sit or walk at will throughout the work environment.
• Strength and Stamina: Capability to lift, carry, push, or pull up to twenty (25) pounds or more.

FWCS will reasonably accommodate individuals with disabilities to perform these essential functions.

Portage | 8hr Secretary/Registrar | School Year

Fort Wayne Community Schools Portage Middle School - Fort Wayne, Indiana

Job Details

Starting Date: To Be Determined

Job Description

PURPOSE

Perform a variety of clerical and secretarial duties to relieve the supervisor of clerical detail; coordinate flow of communications, correspondence and information in support of assigned functions and activities.

MINIMUM QUALIFACTIONS

• Any combination equivalent to: graduation from high school and three years of clerical or secretarial experience involving frequent public contact.

• The employee must have strong office, computer, public relations and oral and written communication skills. Incumbents must possess knowledge of the terminology, practices and procedures of assigned office.

ESSENTIAL FUNCTIONS

• Provide secretarial support services for one or more administrators; assist in assuring smooth and efficient office operations; compose and type, independently or from oral instructions, note or rough draft, a variety of correspondence and other materials; review and proofread a variety of documents; duplicate, assemble, distribute, collect and verify accuracy and completeness of various documents.

• Coordinate flow of communications and information; initiate, receive, screen and route telephone calls; take, retrieve and relay messages as needed; schedule and arrange appointments, conferences, meetings, projects and other activities; sort and distribute incoming mail, packages and materials as required; contact others to request documents as needed; prepare outgoing mail and materials for distribution.

• Receive visitors, including administrators, staff and the public; provide assistance or direct to appropriate staff; respond to inquiries and provide assistance concerning operations, activities, time lines, policies and procedures related to assigned functions.

• Compile information and prepare and maintain a variety of records, logs and reports related to assigned programs, services and activities; plan, produce and distribute student schedules, progress reports, interim grade cards and permanent grade reports.

• Enroll students and request records from all previous schools; establish and maintain Student Records filing systems; create and update current student transcripts; update all parent/guardian/contact information and fulfill their requests for parent portal access.

• Withdraw students; send records to requesting school; track whereabouts of withdrawn students; complete requests for graduate, current and withdrawn student transcripts, health records and general record information; assist Education Verifications for companies/agencies; purge five-year old records of all former students.

• Communicate with the Guidance Department of all new enrollments and withdrawing students; prepare staff members for registration process at the beginning of the school year; assist in checking in/out of text books to teachers, students and storage rooms.

• Provide back-up health services as assigned by the position; administer basic first aid to students and dispense medication in accordance with FWCS policies and physician instructions.

• Supports the FWCS Schools of Success mission to empower all students to reach their potential through equitable and relevant community-connected experiences to ensure students achieve at least one of the 4E's - (Enrollment, Employment, Enlistment, or Entrepreneurship.)

• Positively promotes and embodies the FWCS Schools of Success six core competencies in our daily work: Creativity and Innovation, Critical and Analytical Thinking, Collaboration, Communication, Cultural Agility, and Self-Direction

• Perform related duties, as assigned.

PHYSICAL REQUIREMENTS

To perform the essential functions of this job effectively and safely, employees must meet the following physical qualifications:

• Communication Skills: Ability to speak clearly and hear effectively in various environments.

• Manual Dexterity: Adeptness in the use of hands and fingers.

• Postural Endurance: Sit or stand for prolonged periods, as the job requires.

• Flexibility: Ability to bend at the waist, kneel, or crouch to perform specific duties.

• Visual Acuity: Close vision ability with the capacity to adjust focus.

• Mobility: Freedom to sit or walk at will throughout the work environment.
• Strength and Stamina: Capability to lift, carry, push, or pull up to twenty (25) pounds or more.

FWCS will reasonably accommodate individuals with disabilities to perform these essential functions.

Position Type: Full-Time
Salary: $14.44 to $21.82 Per Hour
Job Categories:

Support Staff > Secretary

Job Requirements

• Citizenship, residency or work visa required