SANTA CLARA UNIFIED SCHOOL DISTRICT CLASS TITLE: REGISTRAR I BASIC FUNCTION: Under the direction of a Principal or Vice Principal, perform various complex clerical processing and record-keeping duties involving the receipt, inspection, and maintenance of student permanent records, transcripts, and cumulative files; input data into student data base and generate records and reports as required; assist office staff with attendance and health assistance duties. DISTINGUISHING CHARACTERISTICS: Registrar I incumbents process and maintain student permanent grades and records at a Middle School or the Continuation High School. Registrar II incumbents maintain more complex records and transcripts at the High School level. REPRESENTATIVE DUTIES: Perform various complex clerical processing and record-keeping duties involving the receipt, inspection, and maintenance of student permanent records, transcripts, and cumulative files; request cum folders for new students and prepare and mail cum folders to new schools for leaving students. E Register new and incoming students and check out students; review registration materials for completeness and adherence to District and State requirements; assist parents and students in the accurate completion of enrollment documents; assist in assuring student and parents meet with special program personnel as appropriate; maintain accurate records of school enrollment and provide figures to Principal. E Input, update, and maintain student data into SASI student data base and generate reports, including report cards, progress reports, locators, grades, class lists, and parents' reports; maintain student schedules, process changes and print new schedules; prepare data for scanning and input; load feeder school data at beginning of the school year; resolve day-to-day input and output procedures and issues. E Provide withdrawing students with an updated transcript displaying current grades and credits earned. E Assist in the input, maintenance, and modification of the Master Schedule; assist with the various steps of the scheduling process; maintain files and inform counselors of enrollment changes. E Operate a variety of office equipment, including SASI computer, personal computer, printer, typewriter, scanning machine, laminator, and copier; troubleshoot and resolve malfunctions and issues with the SASI computer and printer. E Prepare a variety of correspondence including letters, memos, and bulletins; verify data for accuracy and prepare or generate reports. E Assist office staff with attendance, health care, and a variety of clerical duties as needed; answer phones and provide information to teachers, students, parents, and the public; assist with the discipline of students in the school office. E Requisition supplies, textbooks, maintenance orders, and equipment for the Continuation High School; verify the availability of funds and maintain financial records; inspect budget printouts to assure accuracy of records and resolve any errors or discrepancies. Perform related duties as assigned. KNOWLEDGE AND ABILITIES: KNOWLEDGE OF: Student permanent grades and transcript records. Accurate record-keeping methods and practices. Operation of a computer terminal and data base management techniques. Modern office practices, procedures and equipment. Correct English usage, grammar, spelling, punctuation and vocabulary. Applicable sections of State Education Code and other applicable laws and rules governing student registration. Interpersonal skills using tact, patience and courtesy. District and school organization, operations, policies and objectives. ABILITY TO: Perform various complex clerical processing and record-keeping duties involving the receipt, inspection, and maintenance of student permanent records, transcripts, and cumulative files. Input data into student data base and generate reports. Interpret and appropriately apply rules, regulations and policies governing student records. Assist office staff with attendance and health assistance duties. Establish and maintain cooperative and effective working relationships with others. Complete work with many interruptions. Type at 45 words net per minute from clear copy. Work independently with little direction. Determine appropriate action within clearly defined guidelines. Meet schedules and time lines. Plan and organize work. Work confidentially with discretion. EDUCATION AND EXPERIENCE: Any combination equivalent to: graduation from high school and two years of increasingly responsible clerical experience including experience maintaining school records such as attendance records. WORKING CONDITIONS: ENVIRONMENT: Middle School office environment; subject to constant interruptions. PHYSICAL ABILITIES: Dexterity of hands and fingers to operate office equipment, hearing and speaking to exchange information on the telephone or in person, walking, sitting and standing for extended periods of time, seeing to review and check documents for accuracy, bending or kneeling, reaching to retrieve and maintain files, lifting and carrying objects weighing up to 20 pounds. HAZARDS: Incumbents may be exposed to contact with angry or dissatisfied individuals and sick or bleeding students.