ANTIOCH UNIFIED SCHOOL DISTRICT

CLASS TITLE: REGISTRAR I


BASIC FUNCTION:

Under the direction of a Principal, perform a variety of complex clerical and statistical record-keeping duties in the preparation, updating and maintenance of scholastic records for students at an assigned middle school; register students and process student enrollment information.

DISTINGUISHING CHARACTERISTICS:

The Registrar I classification is responsible for performing complex clerical and statistical record-keeping duties in the preparation, updating and maintenance of scholastic records for students at an assigned middle school. The Registrar II classification provides technical registrar services for student in assigned alternative education programs such as Independent Study, Adult Education and continuation high school. Incumbents in the Registrar III classification are responsible for the scholastic records of students at an assigned comprehensive high school.

REPRESENTATIVE DUTIES:

ESSENTIAL DUTIES:
Perform a variety of complex clerical and statistical record-keeping duties in the preparation, updating and maintenance of scholastic records for middle school students according to established guidelines, policies and procedures; compile, assemble and process a variety of student information.

Establish and maintain permanent cumulative student records and files; prepare and maintain a variety of records and reports and update files with data and information related to students, transcripts, schedules, classes, enrollment, courses, grades, transfers, tests, correspondence, withdrawals, health, attendance, immunizations, residency and assigned activities.

Enroll new students; request, receive and review records, files and transcripts for new students from previous schools; evaluate transcripts to determine allowable credits; verify courses, grades and credits; process student transfers and withdrawals as needed.

Input and update student information in an assigned computer system; establish and maintain automated records and files; initiate queries and generate and distribute computerized reports, forms and documents as requested; assure accuracy of input and output data.

Distribute enrollment forms, packets and materials to students; process, collect, review, process and verify the accuracy and completeness of various forms and documents; determine and verify student residency status; arrange campus tours for new students as required.

Compose, prepare, revise and distribute a variety of correspondence including letters, lists, labels and forms related to student information, records, courses and schedules; generate, prepare, distribute and file student transcripts as needed.

Prepare, develop and modify student schedules according to established standards and procedures; notify faculty, administrators and others of new students and related information; assist with inputting and updating the master schedule as assigned.

Process, review and verify the accuracy and completeness of various data and information; duplicate and distribute materials as needed; generate, process and disseminate student progress reports and report cards; make grade changes and calculate GPA’s as needed.

Receive telephone calls, greet visitors and provide information and assistance to students, parents, staff, administrators and others regarding student records, data and information as directed; make appointments and take messages as needed; receive, sort and distribute registrar-related mail.

Communicate with students, personnel, administrators and various outside agencies to exchange information and resolve issues or concerns.

Operate a variety of office equipment including a copier, fax machine, typewriter, computer and assigned software; prepare back-up computer files as required.

Prepare various outgoing materials for mailing and distribution; order supplies as needed.

Attend and participate in various meetings as assigned.

OTHER DUTIES:
Perform related duties as assigned.

KNOWLEDGE AND ABILITIES:

KNOWLEDGE OF:
Transcript evaluation and student enrollment procedures and requirements.
Modern office practices, procedures and equipment.
Record-keeping and report preparation techniques.
Data control procedures and data entry operations.
Correct English usage, grammar, spelling, punctuation and vocabulary.
Oral and written communication skills.
Interpersonal skills using tact, patience and courtesy.
Methods of collecting and organizing data and information.
Operation of a computer and assigned software.
Record retrieval and storage systems.
Telephone techniques and etiquette.

ABILITY TO:
Perform a variety of complex clerical and statistical record-keeping duties in the preparation, updating and maintenance of scholastic records for students at an assigned middle school.
Compile, assemble and verify a variety of student, scheduling and course information and data.
Establish and maintain manual and automated records and files.
Compile and verify data and prepare reports.
Obtain and respond to requests for student records and transcripts.
Organize and evaluate data pertaining to student course work, grades and enrollment.
Work independently with little direction.
Complete work with many interruptions.
Type or input data at 45 words per minute from clear copy.
Meet schedules and time lines.
Operate standard office equipment including a computer and assigned software.
Communicate effectively both orally and in writing.
Establish and maintain cooperative and effective working relationships with others.
Use assigned software at an intermediate level.
Maintain consistent, punctual and regular attendance.

EDUCATION AND EXPERIENCE:

Any combination equivalent to: graduation from high school and two years clerical or secretarial experience including work with student records and enrollment functions.

WORKING CONDITIONS:

ENVIRONMENT:
Office environment.
Constant interruptions.

PHYSICAL DEMANDS:
Dexterity of hands and fingers to operate a computer keyboard.
Hearing and speaking to exchange information in person and on the telephone.
Sitting for extended periods of time.
Seeing to read a variety of materials.
Bending at the waist, kneeling or crouching to file materials.
Reaching overhead, above the shoulders and horizontally.