CLASS TITLE:  REGISTRAR III

BASIC FUNCTION:

Under the direction of a Principal, perform a variety of technical, complex and statistical record-keeping duties in the preparation, updating and maintenance of scholastic records for students at an assigned high school; register students and process and evaluate student enrollment information; prepare, develop and modify student schedules.

DISTINGUISHING CHARACTERISTICS:

Incumbents in the Registrar III classification are responsible for the scholastic records of students at an assigned comprehensive high school.  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.

REPRESENTATIVE DUTIES:

ESSENTIAL DUTIES:

Perform a variety of technical, complex and statistical record-keeping duties in the preparation, updating and maintenance of scholastic records for high school students according to established guidelines, policies and procedures; compile, assemble and process a variety of student information; assure compliance with laws, rules and regulations affecting permanent high school records.

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, subject matter, enrollment, courses, grades, credits, CBEDS, tests, correspondence, withdrawals, health, attendance, immunizations, residency and assigned activities.

Prepare, develop and modify student schedules in accordance with student graduation needs and requirements and established standards and procedures; participate in setting up, developing, inputting and updating the master schedule and sections for individual courses as directed; generate and distribute student schedules as required.

Enroll new students; request, receive and review records, files and transcripts for new students from previous schools; evaluate transcripts to determine allowable semester hour and subject credits, proper student placement and appropriate coding in accordance with graduation requirements; verify courses, grades and credits; process student transfers and withdrawals as needed.

Input, code and update high school 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.

Respond to student transcript, record and cumulative folder requests according to established policies and procedures; generate, prepare and distribute student transcripts, records and  cumulative folders to schools, colleges, students, personnel, administrators, alumni, employers and others.

Distribute enrollment forms, packets and materials to students; process, collect, review, process, evaluate and verify the accuracy and completeness of various forms and documents; determine and verify student residency status.

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; assist the administrator with resolving enrollment and other student issues and conflicts as needed.

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.

Compose, prepare, revise and distribute a variety of correspondence including letters, lists, labels and forms related to student information, records, courses and schedules.

Compute statistical information for various reports as necessary; assure mandated reports are completed in accordance with established time lines and requirements.

Monitor student graduation status; research and provide student information as needed; review and evaluate student records to identify graduation deficiencies and eligibilities.

Communicate with students, personnel, administrators and various outside agencies to exchange information and resolve issues or concerns; notify faculty, administrators and others of new students and related information.

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, master and student schedule development, and student enrollment procedures and requirements.

State and District requirements for graduation.

Modern office practices, procedures and equipment.

Record-keeping and report preparation techniques.

Data control procedures and data entry operations.

Applicable laws, codes, rules, regulations, policies and procedures.

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 technical, complex and statistical record-keeping duties in the preparation, updating and maintenance of scholastic records for students at an assigned high 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.

Evaluate transcripts to determine allowable semester hour and subject credits, proper student placement and appropriate coding in accordance with graduation requirements.

Interpret, apply and explain laws, codes, rules, regulations, policies and procedures.

Review and evaluate student records to identify graduation deficiencies and eligibilities.

Prepare, develop and revise the master schedule.

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 a proficient level.

EDUCATION AND EXPERIENCE:

Any combination equivalent to:  graduation from high school and four years 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.