Job title: Registrar Description of basic functions and responsibilities To perform a variety of responsible clerical support duties involved in maintaining the official, permanent records of students presently and previously enrolled in a district school and to perform support services for school administrators as assigned. Employees in this classification receive general supervision within a framework of standard policies and procedures. Employees in this classification may train, direct, and supervise student assistants. This job class is responsible for the timely and accurate maintenance and processing of student permanent record files and for ensuring the confidentiality of same. This job class requires attention to detail, organization skills, and the knowledge of specialized areas of school administration policies and procedures. SUPERVISOR: Associate Principal TYPICAL DUTIES Establishes and maintains student permanent records and files, adding and deleting pertinent information regularly to ensure the accuracy, timeliness, and confidentiality of recorded information Requests records for incoming students including cumulative folders, transcripts, test results, and health records from previous schools; converts units of incoming transcripts to district system as necessary Collects withdrawal grades; prepares and forwards student transcripts and records as requested Records grades and maintains accurate filing systems and lists to ensure that qualifications and/or eligibility requirements are met for graduation, honor roll, athletic program participation, etc. Processes various forms and paperwork required to enroll new students; completes applications for social agencies such as Social Security, Department of Motor Vehicles, etc. Processes changes and updates student enrollment records Checks records for discrepancies, corrects errors, and refiles as necessary Verifies courses taken and grades/credit earned to students, parents, staff, judicial agents, social services, and other appropriate parties, certifying documents as correct by affixing the official school seal Oversees the grade reporting process including the necessary teacher forms and interaction with computer system to maintain accurate reporting Advises authorized persons and answers questions related to enrollments, transfers, etc. Computes grade point averages for individual students and establishes class rankings Prints, distributes, collects, and relays forms to and from teachers/district office in accordance with established timelines Maintains roster of official names for graduating seniors; orders diplomas Uses the data processing system to maintain accurate computer file of related student information Creates and maintains computerized data files and student records; prepares routine reports related to the numbers of students enrolled Determines appropriate records/data to be transferred to permanent storage; finalizes data entry to such records, and coordinates the transfer process Orders office and computer system supplies Trains and supervises student assistants Completes and types a variety of letters, forms, and schedules associated with assigned office functions Screens telephone calls, answering inquiries, providing information, or directing to proper person Performs related duties as required Employment standards Possession of a valid and appropriate California Driver’s License Knowledge of and ability to maintain computerized record keeping methods and techniques Knowledge of proper office methods and procedures Knowledge of proper spelling, punctuation, grammar, and English usage Knowledge of district policies and procedures related to student registration, admissions, and records maintenance Ability to understand and carry out both oral and written instructions in an independent manner Ability to perform arithmetical calculations with speed and accuracy Ability to type accurately at 50 words per minute from clear copy Ability to compile and maintain accurate and complete records and prepare related reports Ability to analyze routine situations accurately and adopt an effective course of action Ability to operate standard office equipment such as typewriter, copy machine calculator, computer terminal, printer, etc. Ability to establish and maintain effective work relationships with those contacted in the performance of required duties