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Secretary 4, Data/Registrar Full-time

at Omaha Public Schools in Nebraska (Published at 17-01-2020)

POSITION TITLE: Secretary 4 - Data/Registrar


Reports to: Building Principal

Salary Schedule: 32E - $14.01 per hour (Based on Step 1 of the 2019-2020 Salary Schedule)

Hours to Work: 8.0 hours per day

Work Schedule/FLSA Status: Full-time, 12 month / Non- Exempt

Position Purpose: Performs a wide variety of duties, some of a confidential nature. Performs general secretarial duties which may be required but not limited to answering phones, basic computer functions, typing, filing, copying, distributing mail, proofreading, etc. Provides monitoring of students as needed.

Essential Performance Responsibilities

  • Greets and assists office visitors in a positive and professional manner.
  • Responds to customer services needs over the phone in a timely, responsive way.
  • Assists with the organization and coordination of All School Orientation and parochial school registration night.
  • Enrolls and registers incoming students.
  • Initiates requests for student records and transcripts.
  • Processes all requests for transcripts.
  • Schedules summer counseling registration appointments.
  • Assists with report card and progress report mailings.
  • Processes hold requests on report cards.
  • Creates and sends fine letters at the end of the school year.
  • Enters data and transcripts into district software.
  • Inputs grade changes into district software, adjusts records for students receiving .5 credits.
  • Inputs grade level retentions and promotions into district software.
  • Assists with summer school registration, audit reports, and data entry.
  • Processes good student eligibility requests for insurance and social security purposes.
  • Processes free and reduced lunch applications.
  • Documents National Honor Society participation on transcripts.
  • Audits and assists with coordination of diploma disbursement.
  • Conducts membership counts and creates reports as appropriate.
  • Assists with the assignment of student lockers.
  • Creates reports and records data as appropriate.
  • Uses mail merge function to create labels, certificates, mailings, and files regularly.
  • Creates programs, rosters, certificates, and other word processing documents.
  • Follows oral and written directions accurately.
  • Supports the Academic Director or designated Records Counselor.
  • Supports customers with the parent portal information system, forwards password requests to IMS help desk.
  • Assists with organizing and coordination of parent-teacher conferences including set up, tear down, and meals.
  • Serves as a backup to distribute USPS and interschool mail.
  • Serves as a backup to the Treasurer to collect fine money as needed.
  • Serves as a backup to the Activities
  • Serves as a backup for substitute teachers, prints absence list & class rosters, prepares folders, and greets substitutes.

Additional Duties
Performs other related tasks as assigned by the principal or other administrative staff as designated by the Superintendent.

Equipment: This position requires the ability to use basic office equipment such as computers, copiers, scanners, and fax machine. Must always comply with OPS?s guidelines for equipment use.

Travel: Limited travel may be required.

Physical and Mental Demands, Work Hazards:

  • Works in standard office and school building environments
  • Occasional overtime may be required by the supervisor
  • Must have organization, time management, communication, and interpersonal skills.
  • Ability to read and use information from written materials and visual displays.
  • Ability to work in standing/walking positions on a frequent basis throughout the work shift.
  • Ability to bend, kneel, stoop and maintain balance while performing job related tasks.
  • Ability to work outdoors during outdoor student activities
  • Additional demands may be required upon request from the Supervisor


  • Contact with personnel within the district and with customers and vendors.
  • Will be working under the direct supervision of the department supervisor in order to complete day to day tasks.
  • Will be working with a diverse population requiring the ability to handle all situations with tact and diplomacy.
  • Must understand and respond appropriately to customer needs and maintain a positive attitude with all customers and colleagues.
  • Expected to interact with all internal and external customers in a friendly, professional manner and provide quick, responsive customer service.

Employee Punctuality and Appearance

  • In order for schools to operate effectively, employees are expected to perform all assigned duties and work all scheduled hours during each designated workday, unless the employee has received approved leave.
  • Any deviation from assigned hours must have prior approval from the employee?s supervisor or building administrator.
  • All employees are required to report to work dressed in a manner that reflects a positive image of Omaha Public Schools and is appropriate for their position.

Knowledge, Skills, and Abilities:

  • A High School Diploma or GED equivalent is required.
  • Previous experience working in an office setting is preferred.
  • Previous experience working in a public school setting is preferred.
  • Proficient PC computer knowledge is required.
  • Demonstrate proficiency of the English language to read and communicate with others.
  • Demonstrate proficiency of the Spanish language to read and communicate with others is preferred.
  • Knowledge of District computer software preferred.
  • Ability and patience to work with students and parents.
  • Demonstrate proficiency in the ability to take initiative and work independently
  • Excellent organizational skills
  • Demonstrate a positive attendance record and prior work history
  • Excellent oral and written communication skills.
  • Displays a significant degree of professionalism and confidentiality.
  • Knowledge of OPS?s mission, purpose, goals and the role of every employee in achieving each of them.

Omaha public schools does not discriminate on the basis of race, color, national origin, religion, sex (including pregnancy), marital status, sexual orientation, disability, age, genetic information, gender identity, gender expression, citizenship status, veteran status, political affiliation or economic status in its programs, activities, employment, and provides equal access to the Boy Scouts and other designated youth groups. The following individual has been designated to handle inquiries regarding the non-discrimination policies: Director for the Office of Equity and Diversity, 3215 Cuming Street, Omaha, NE 68131. (531-299-0307)

The Omaha Public School District is committed to providing access and reasonable accommodation in its services, programs, activities, education and employment for individuals with disabilities. To request disability accommodation in the application process please contact the human resources department at 531-299-0240.

  • NOTE: The statements herein are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not intended to be construed, as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.


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