Reports to: Director of Instruction

Primary Service Area: Santa Fe

Employment Term: 261 days / 12 months; exempt

Salary/Wage Range: ($19.90 – $32.01 per hour). New hires are offered up to mid-range, dependent upon qualifications and experience.

Deadline for Application: Open until filled

Summary

 

NMSD’s Registrar serves as the primary Assistant for the Office of the Director of Instruction. The Registrar supports the supervisor and the employees in the assigned department. The Registrar ensures the smooth operation of various departmental tasks and is assigned to oversee, track and process fiscal requisitions. The Registrar is the primary custodian of student records and serves as the liaison to the State including but not limited to the State’s Early Childhood, Higher Education and Public Education Departments. The Registrar is responsible for ensuring that NMSD meets all state reporting requirements with regard to student data. The Registrar also maintains a variety of databases in connection with students.

 

In addition to drafting, filing, scheduling, and writing correspondence, the position involves frequent interactions with a diverse group of NMSD staff members at all levels of the organization, via phone, video phone, and in person. Maintenance of confidentiality, professional conduct and appearance are requirements of this position. This is a position of trust, privy to professional and personnel information, which must be held in confidence.

 

It is anticipated and expected that all functions of this position will be performed in a positive and respectful manner, with a strong focus on advancing the mission and vision of New Mexico School for the Deaf. The duties and competencies listed are comprehensive yet not all inclusive of this position.

 

 

Essential Duties and Responsibilities (Other duties may be assigned)

• Performs clerical and administrative support activities, including typing, filing, operating office equipment, preparing and entering documents onto electronic and manual records using computer hardware and software, producing reports, compiling data, preparing summary data, recording, compiling and reporting financial information, providing general and specific information, directions, referrals, developing schedules, setting appointments, opening and routing mail, performing various record and bookkeeping assignments, entering requisitions into system.
• Processes fiscal requisitions for the department and tracks the department’s budget as needed.
• Assists the department with various tasks such as scheduling meetings and room bookings.
• Assists with the appropriate distribution of student reports including but not limited to progress/grade reports and Individual Education Plans (IEPs).
• Works with a team to coordinate and plan various events such as Registration Day, IEP scheduling, and staff appreciation days.
• Works with the Director of Instruction to oversee the student registration process.
• Generates reports to the state and other relevant entities to meet local, state and federal compliance requirements.
• Responsible for state and federal-mandated reporting.
• Serves as a liaison for the State Records and Archives.
• Provides copies of transcripts or other pertinent student records upon request to state agencies, school districts and/or authorized parties.
• Screens incoming calls and correspondence and respond independently when possible.
• Directs preparation of records such as agendas, notices, and minutes for departmental meetings.
• Works with various departments, including other administrative assistants, to ensure continued and expanded quality of school operations.
• Acts as custodian of departmental and documents and records.
• Serves as a custodian of student documents and records and provides authorized entities with copies as needed.
• Maintains data in the school’s Student Information System and works with a team to ensure a clean transfer of records/data into statewide systems.
• Communicates with contractors and other providers to ensure that contracts are completed in a timely manner, setting up the vendors in the school’s fiscal system and processing invoices.
• Prepares confidential correspondence, reports, and other complex documents as needed.
• Communicates in a positive and effective manner with staff, students, co-workers, parents and/or visitors.

 

Position-Specific Qualifications/Requirements:

 

Education and/or Experience:

• High school graduate or equivalent. At least three (3) years of progressive and directly related secretarial experience preferred.
• Associate’s degree in business or office administration, or a related field preferred.

 

Other Essential Qualifications:

• Comprehensive knowledge of spelling, punctuation and grammar required.
• High levels of skill with using technology, including but not limited to Microsoft Office (word processing, email software, Excel, etc.).
• Ability to learn school-specific software as needed including the school’s fiscal programs and student/staff information programs as appropriate.
• High levels of ability to communicate effectively both orally and in writing.
• High levels of ability to coordinate office activities and to manage multiple tasks and operations simultaneously; skill in prioritizing work, meeting deadlines, and in making sound decisions.
• Able to provide guidance to staff (problem solving, adjusting coverage, and ensuring safety) when the Director of Instruction is off-campus and unavailable.
• High interpersonal skills and ability to work with a variety of stakeholders, including students and parents.

 

Qualifications and Expectations Applicable to All NMSD Employees

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.  

• Commitment to Vision- Must be committed to NMSD’s Vision, Mission, and Beliefs

• Language Skills- Ability to read, analyze, and interpret general periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports and correspondence. Ability to effectively present information and respond to questions from groups of managers, and the general public.
• American Sign Language: Proficiency in or willingness to learn American Sign Language required.
• Written Communication: Writes clearly and informatively; varies writing style to meet needs. 

• Organization- Must be organized and detail-oriented. 

• Analytical- collects and aggregates data for program maintenance and improvement. 

• Continuous Learning- Seeks feedback to improve performance; pursues training and development opportunities; strives to continuously build knowledge and skills. 

• Job Knowledge- Competent in required job skills and knowledge; exhibits ability to learn and apply new skills; keeps abreast of current developments; requires minimal supervision; displays understanding of how job relates to others; uses resources effectively. 

• Use of Technology- Adapts to new technologies; troubleshoots technological problems; uses technology to increase productivity. Possesses a working knowledge of Microsoft Office and Outlook.

• Mathematical Skills- Ability to add, subtract, multiply, and divide into all units of measure, using whole numbers, common fractions, and decimals.  Ability to compute rate, ratio, and percentage and to draw and interpret bar graphs. 

• Reasoning Ability- Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.  Ability to think independently, solve problems and work with the whole team.

• Problem Solving- Gathers and analyzes information skillfully; develops alternative solutions; works in group problem solving situations. 

• Cooperation- Establishes and maintains effective relations; exhibits tact and consideration; offers assistance and support to co-workers; works cooperatively in group situations; works actively to resolve conflicts. 

• Teamwork- Balances team and individual responsibilities; exhibits objectivity and openness to others’ views; gives and welcomes feedback; contributes to building a positive team spirit; supports everyone’s efforts to succeed. 

• Diversity- Shows respect and sensitivity for cultural differences; educates others on the value of diversity; builds a diverse workforce. 

• Ethics- Treats people with respect; keeps commitments; inspires the trust of others; works with integrity and principles.

• Organizational Support- Follows policies and procedures; completes tasks correctly and on time; supports organization’s goals and values. 

• Adaptability- Manages competing demands. 

• Personal Appearance- Dresses appropriately for position; keeps self well groomed. 

• Attendance/Punctuality- Is consistently at work and on time; ensures work responsibilities are covered when absent. 

• Dependability- Follows instructions, responds to management direction; takes responsibility for own actions. 

• Initiative- Seeks increased responsibilities; asks for and offers help when needed. 

• Quality- Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality. 

• Safety and Security- Observes safety and security procedures; determines appropriate action beyond guidelines; reports potentially unsafe conditions.  

Physical Demands- The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is occasionally required to drive for long periods of time; stand; walk and sit. Unless otherwise stated in this job description, the employee must occasionally lift and/or move up to 30 pounds.