REGISTRAR – CONTINUATION HIGH SCHOOL

BASIC FUNCTION:

Under the direction of the Principal, perform various duties relating to the enrollment, transfer or withdrawal of continuation high school students; maintain complex records and reports; assist in assuring smooth and efficient office operations.

DISTINGUISHING CHARACTERISTICS:

The High School Registrar is responsible for highly specialized data input and maintenance of student records at a comprehensive high school as well as constant communication with district staff, students, as well as the public.  The Registrar-Continuation School performs similar tasks with a narrower scope.

REPRESENTATIVE DUTIES:

Prepare and maintain permanent records and cumulative folders, transcript files, and request necessary records; initiate telephone and written communication relative to student records. 

Evaluate incoming student transcripts and transcribe credits to conform with District system; enter new students’ grades into the computer to create a history file and transcript.

Perform grade reporting activities; set-up and process grades according to established guidelines.

Participate in student registration activities as assigned by the position; perform various complex clerical and statistical record-keeping duties relating to the enrollment, transfer or withdrawal of continuation high school students according to established policies and procedures.

Perform clerical support to a continuation high school office; type correspondence and reports; maintain calendars, schedule appointments; arrange meetings and screen visitors.

Prepare and maintain District reports; assure the timely distribution and receipt of records; request or provide information as necessary to assure completeness and accuracy.

Prepare and type letters, memoranda, forms, records, reports, bulletins, handbooks, questionnaires, requisitions, and documents; duplicate a variety of materials.

Receive and screen phone calls and visitors; schedule appointments and provide information and direct inquiries and visitors to the proper person or office; transmit confidential or sensitive information as appropriate; provide technical information concerning policies and procedures of assigned program or office according to established guidelines.

Operate a variety of office equipment.

Maintain confidentiality of a variety of sensitive information.

Assist in special programs as assigned.

Perform related duties as they relate to this classification.

KNOWLEDGE AND ABILITIES:

KNOWLEDGE OF:

Transcript evaluation and student enrollment procedures and requirements.

State regulations regarding permanent student records maintenance and confidentiality.

Basic subjects taught in District schools including arithmetic, reading, writing, grammar, and spelling.

Applicable sections of the State Education Code and other applicable laws.

Accurate record-keeping methods and practices.

Modern office practices, procedures and equipment including filing and typing.

Correct English usage, grammar, spelling, punctuation, and vocabulary.

Oral and written communication skills.

Interpersonal skills using tact, patience, and courtesy.

Telephone techniques and etiquette.

District organization, operations, policies, and objectives.

ABILITY TO:

Evaluate, prepare, update and maintain manual and automated records and reports.

Monitor and update student records.

Communicate with students, parents, administrators, teachers, and staff to assure student records are current and accurate.

Organize, compile and evaluate data pertaining to student course work, grades, and enrollment.

Learn District curriculum and detailed course descriptions.

Assist in general clerical functions of a school office.

Plan and organize work.

Read, interpret, apply and explain rules, regulations, policies, and procedures.

Establish and maintain cooperative and effective working relationships with others.

Operate a computer and assigned software.

Maintain records and prepare reports.

Type or input data at an acceptable rate of speed. *

Add, subtract, multiply, and divide quickly and accurately.

Work independently with little direction.

Work confidentially with discretion.

Analyze situations accurately and adopt an effective course of action.

Meet schedules and time lines.

Communicate effectively both orally and in writing.

EDUCATION AND EXPERIENCE:

Any combination equivalent to:  graduation from high school and three years of increasingly responsible clerical experience, including at least one year maintaining student records in an automated office environment.

SELF-CERTIFICATION OF TYPING/KEYBOARDING SKILLS:

* This classification requires that incumbents be skilled in typing/keyboarding at a minimum of 45 words per minute.  A typing test will not be given.  Applicants must certify in writing that they have such skills.  Demonstrated proficiency will be expected during the probationary period for the class.

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

Seeing to read a variety of materials

Sitting for extended periods of time

Reaching overhead, above the shoulders, and horizontally to retrieve and file materials

Bending at the waist, kneeling, or crouching to retrieve and file materials

This classification description describes the general nature of the work performed, representative duties, as well as the typical qualifications needed for acceptable performance.   It is not intended to be a complete list of all responsibilities, duties, work steps, and skills required of the classification.