SWEETWATER UNION HIGH SCHOOL DISTRICT CLASS TITLE: REGISTRAR BASIC FUNCTION: Under the direction of an assigned supervisor, perform complex clerical and statistical record-keeping duties in the evaluation, preparation, modification and maintenance of scholastic records at an assigned school site; register new students; input student data and master schedule information into an assigned computer system. REPRESENTATIVE DUTIES: ESSENTIAL DUTIES: Perform complex clerical and statistical record-keeping duties related to the evaluation, preparation, modification and maintenance of scholastic records at an assigned school site; establish and maintain permanent student records and related filing systems. Register new students; request records and transcripts for new students from previous schools; evaluate transcripts received from other schools to determine allowable credits and assist with student placement; send records and transcripts to requesting schools; process withdrawing students; verify residency of enrolled students. Enter data regarding current and new students including grades, credits, test scores, attendance and other student information into an assigned computer system; input and maintain master schedule information; compile student data and information for input; generate computerized reports related to the master schedule and student information. Coordinate dates of events between the District and school for the master schedule; assist and advise counselors and administrators concerning the master schedule. Distribute, collect, process and review scanned grade forms, report cards and other specialized forms for completeness and accuracy; type a variety of forms, letters, applications and certificates; duplicate materials as necessary. Receive telephone calls, greet visitors and provide information and assistance to students, parents, staff, schools, outside agencies and the public regarding student grades, enrollment and related policies and procedures; verify student information for athletic eligibility, school admissions, background checks and other inquiries. Order and process diplomas; prepare lists of graduates and submit for printing; assist with coordinating graduation activities. Compile information and prepare and maintain a wide variety of data and reports related to student residency, testing, grades, eligibility and the master schedule. Operate a variety of office equipment including a copier, fax machine, typewriter, computer and assigned software. Train and provide work direction and guidance to assigned clerical staff. Attend assigned meetings and conferences. OTHER DUTIES: Monitor inventory levels of office supplies; order and receive supplies as directed. Perform related duties as assigned. KNOWLEDGE AND ABILITIES: KNOWLEDGE OF: Modern office practices, procedures and equipment. Transcript evaluation and student enrollment procedures and requirements. Applicable laws, codes, regulations policies and procedures. State and District requirements for graduation. Record-keeping and report preparation techniques. Correct English usage, grammar, spelling, punctuation and vocabulary. Oral and written communication skills. Interpersonal skills using tact, patience and courtesy. Telephone techniques and etiquette. Operation of a computer and assigned software. Data entry techniques. ABILITY TO: Perform complex clerical and statistical record-keeping duties in the evaluation, preparation, modification and maintenance of scholastic records at an assigned school site. Register new students. Input student data and master schedule information into an assigned computer system. Organize and evaluate data pertaining to student course work, grades and enrollment. Establish and maintain records and files. Compile and verify data and prepare reports. Answer telephones and greet the public courteously. Understand and follow oral and written instructions. Plan and organize work. Work independently with little direction. Meet schedules and time lines. Operate a computer and assigned software. Communicate effectively both orally and in writing. Establish and maintain cooperative and effective working relationships with others. Type or input data at 45 words per minute from clear copy. Complete work with many interruptions. EDUCATION AND EXPERIENCE: Any combination equivalent to: graduation from high school and three years of increasingly responsible clerical experience involving public contact and record-keeping duties. 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 or on the telephone. Sitting or standing for extended periods of time. Seeing to read a variety of materials. Bending at the waist, kneeling or crouching to file materials. The Sweetwater Union High School District does not discriminate with regard to sex, race, religion, color, national origin, ancestry/ethnicity, marital or parental status, age, physical or mental disability, sexual orientation or any other unlawful consideration. SUHSD Board Policy #2224 Office-Technical Job Description Adopted by BOT 1/25/03