School Records & Transcripts Coordinator

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

Job summary

Gallup-McKinley County Schools is seeking a Secretary for the elementary level on a 203-day contract. The role requires on-site work at Del Norte Elementary with a 7.5-hour day and duties centered around student records and transcripts.

The Secretary will handle confidential transcripts, mail official documents, log requests, and support the counseling office with clerical tasks while ensuring compliance with district, state, and federal privacy laws.

Qualifications

• High school diploma or equivalent required.
• Experience in an office environment preferred but not required.
• Ability to use Microsoft Excel and Office applications.
• Confidential handling of student records and privacy compliance.
• Understanding of local cultural diversity and community context.

Responsibilities

• Create, request and maintain transcripts for present and former students with confidentiality.
• Prepare, log and mail out official student transcripts.
• Request transcripts from other schools and log request/receipt dates.
• Evaluate courses and credits for new students and maintain cumulative folders.
• Prepare transcripts for incoming freshmen at start of first semester.
• Copy transcripts for counselor's office and file in registrar's office.
• Collect and verify grade sheets at grading periods and prepare report cards.
• Distribute report cards to teachers and students per school procedure.
• Maintain grade sheets and transcript copies in registrar's office.
• Answer inquiries from colleges, armed forces and others about records.
• Provide clerical assistance to the counseling office.
• Process withdrawal forms, post fines, and maintain transcript files for reactivation.
• Assist seniors and former students with transcripts to colleges upon request.

Skills

Basic math

Excel basics

Problem solving

Office equipment

MS Office

Clerical procedures

Filing

Office procedures

Record keeping

Cultural diversity

Education

High School Diploma

Tools

Excel

Microsoft Office

Job description

Gallup-McKinley County Schools is seeking a Secretary for the elementary level on a 203-day contract. The role requires on-site work at Del Norte Elementary with a 7.5-hour day and duties centered around student records and transcripts.

The Secretary will handle confidential transcripts, mail official documents, log requests, and support the counseling office with clerical tasks while ensuring compliance with district, state, and federal privacy laws.