High School Counselor's… at Mineral Wells… · Mineral…

MINERAL WELLS INDEPENDENT SCHOOL DISTRICT

Mineral Wells High School

Position: Counselor Secretary / Registrar Reports To: High School Principal Department: Counseling Office Primary Work Location: Mineral Wells High School

Job Purpose

The Counselor Secretary / Registrar provides administrative, clerical, and student-record support to the high school counseling department and campus administration. This position is responsible for maintaining accurate student records, coordinating student enrollment and withdrawal processes, assisting with student scheduling, and providing support to counselors, students, parents, and staff.

The individual in this position must demonstrate exceptional organizational skills, attention to detail, confidentiality, professionalism, and the ability to manage multiple responsibilities in a fast-paced high school environment.

Qualifications

• High school diploma or equivalent required.
• Previous experience in a school office, registrar's office, or administrative support position preferred.
• Proficiency in computer applications, including Microsoft Office and Google Workspace.
• Experience with student information systems (Skyward Qmlativ preferred).
• Strong organizational, communication, and interpersonal skills.
• Ability to maintain confidentiality regarding student records and sensitive information.
• Ability to work independently, prioritize responsibilities, and meet deadlines.

Essential Duties and Responsibilities

1. Student Enrollment and Registration

• Process new student registrations, transfers, and withdrawals.
• Collect, review, and maintain required enrollment documentation.
• Verify student information, including demographics, residency, guardianship, and academic history.
• Request and obtain student records from previous schools.
• Ensure student records are complete and accurately entered into the district's student information system.
• Assist parents and guardians with enrollment questions and registration procedures.
• Coordinate the withdrawal process and ensure appropriate documentation is maintained.

1. Student Records and Registrar Responsibilities

• Maintain accurate and confidential cumulative student records.
• Enter, update, and verify student information in Skyward Qmlativ.
• Monitor student transcripts, credits, course histories, and other academic documentation as assigned.
• Assist with transcript requests, records transfers, and verification of enrollment.
• Maintain documentation related to student graduation requirements.
• Assist with PEIMS-related student information and other required state and district reporting.
• Ensure student records are maintained in accordance with district procedures, FERPA, and applicable state and federal regulations.
• Assist with preparation and distribution of student records for audits and other administrative purposes.

1. Counseling Office Support

• Provide clerical and administrative assistance to high school counselors.
• Assist with student course selection, schedule changes, and course requests.
• Enter and update student schedules in the student information system.
• Assist with preparation of student schedules, graduation plans, and academic records.
• Schedule student appointments with counselors as directed.
• Maintain counseling office calendars, files, forms, and correspondence.
• Assist with preparation for registration, course selection, graduation, and other counseling-related activities.
• Help coordinate communication between counselors, students, parents, and teachers.

1. Graduation and Academic Support

• Assist counselors with monitoring student graduation requirements and credit completion.
• Help maintain accurate records of credits earned, graduation plans, and course completions.
• Assist with transcript reviews and academic documentation.
• Help prepare graduation-related records and reports.
• Assist with senior records, final transcript processing, and other end-of-year responsibilities.

1. Office and Campus Responsibilities

• Greet and assist students, parents, visitors, and staff in a courteous and professional manner.
• Answer and direct telephone calls and respond to general inquiries.
• Maintain an organized and efficient counseling office.
• Prepare correspondence, reports, spreadsheets, and other documents as needed.
• Maintain appropriate filing systems, both electronic and paper.
• Assist with campus testing, registration events, and other campus activities as assigned.
• Perform general office duties and other responsibilities assigned by campus administration.

Knowledge, Skills, and Abilities

The successful candidate will demonstrate:

• Strong attention to detail and accuracy when entering and maintaining student information.
• Knowledge of student enrollment, withdrawal, scheduling, and recordkeeping procedures.
• Ability to learn and effectively use Skyward Qmlativ and other district software.
• Excellent written and verbal communication skills.
• Ability to interact professionally and positively with students, parents, faculty, and administrators.
• Ability to handle confidential information with discretion.
• Ability to organize and manage multiple tasks while meeting established deadlines.
• Strong problem-solving skills and the ability to work effectively with minimal supervision.
• A positive attitude, flexibility, dependability, and a willingness to support the needs of the campus.

Working Conditions

• Work is primarily performed in a high school office environment.
• Frequent interaction with students, parents, teachers, counselors, and administrators.
• Occasional extended hours may be required during registration, scheduling, graduation, and other high-demand periods.
• Ability to sit, stand, walk, bend, reach, and perform routine office-related physical activities.
• Ability to operate standard office equipment, including computers, printers, copiers, and telephones.

Additional Responsibilities

The duties and responsibilities listed above are representative of the position and are not intended to be an exhaustive list. The employee may be assigned additional duties by the principal or counselors as campus needs require.

The Counselor Secretary / Registrar plays an important role in ensuring accurate student records, efficient counseling office operations, and effective support for students as they progress toward graduation.