SUMMARY:

The Registrar performs a wide variety of complex and responsible clerical work concerning the establishment and maintenance of automated and manual student records and other secondary student information. The registrar reviews, updates and purges outdated material according to records retention procedures and distributes student records for transfer and storage.

The Registrar applies the knowledge of applicable policies, rules, and regulations in answering questions and completing tasks.

DEGREE OF SUPERVISION:

The Registrar is under the general supervision of a high school administrator. The position requires a high degree of independent judgment and responsibility.

Evaluations are performed by an administrator at the high school campus in accordance with the timeline in the collective bargaining agreement.

DUTIES AND TASKS:

(All duties and tasks are essential unless noted as secondary with an S)

1. Establish and maintain student records
   1. Maintain the physical storage of student cumulative records;
   2. Purge student record files and prepare them for transfer;
   3. Compute and record grade point averages;
   4. Review cumulative records to ensure accuracy, completeness and compliance with State regulations and District policies and guidelines;
   5. Input student course grades and prepares grade reports;
   6. Develop, organize and maintain student data storage and retrieval system;
   7. Review and process student transcripts for distribution.

 tudent Registration/Withdrawal

1. 1. Receive and review student enrollment packets: prepare clearance forms for student transfer;
   2. Request records from previous schools; send records to receiving schools;
   3. Notifies interested parties of time and places of meetings;
   4. Receive, review and develop a preliminary evaluation of enrolling student transcripts and coursework to determine comparability with local school coursework;
   5. Schedule and coordinate counseling appointments;
   6. Communicate with parents regarding enrollment status/issues.

 Assist in monitoring student progress toward graduation

1. 1. Inform teachers and counselors of grades received after evaluation;
   2. Evaluate and certify graduating students and students receiving certificates of completion;
   3. Evaluate eligibility for high school diplomas;
   4. Order and prepare diplomas and commencement exercise pamphlets for graduation ceremonies.

 Prepare reports

1. 1. Compile student record information and prepare reports and summaries.
   2. Generate and maintain mandated reports, lists, surveys and statistics related to student attendance, enrollment, health, ethnicity, academic achievement and residency.
   3. Respond to telephone contacts and provide callers with appropriate student information and data.
   4. Modify or devise forms for reporting data;
   5. Coordinate with Food Services regarding Free/Reduced lunch data;
   6. Assist with CBEDS reporting.

 Other duties as assigned

KNOWLEDGE, SKILLS, AND ABILITIES:

1. Working Knowledge of
   1. State and District regulations, policies and guidelines for student records and graduation requirements; and
   2. Computer software including student information systems, automated record management and filing systems for creating, maintaining and retrieving student records.
2. Skills
   1. Type at a net corrected speed of 50 words per minute;
   2. Enter and retrieve data using a computer system;
   3. Understand and carry out verbal and written directions;
   4. Read Establish rapport and gain the trust of others;
3. Abilities
   1. Analyze and transcribe student transcripts
   2. Maintain accurate student records;
   3. Compile and submit reports as required by law;
   4. Learn and interpret specific rules, laws, and policies and apply them with good judgment in a variety of situations;
   5. Maintain cooperative relationships with those contacted in the course of work;

QUALIFICATIONS:

1.  Education and Experience

A.  Completion of the twelfth grade

B.  At least two years of increasingly responsible experience in a school environment.

C.  Coursework or training to supplement education and experience in automated record management, general office practices and student transcript analysis.

2.  Other requirements

A.  Possession of a valid First Aide/CPR certificate (annually)

B.  Tuberculosis screening and clearance every four years.

CAREER LADDER OPPORTUNITIES:

Positions at a higher level require greater clerical skill and/or knowledge specific to the job class. Job descriptions are available at all school sites and/or in the District Personnel Office.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable the individuals with disabilities to perform the essential functions.

 While performing the duties of this job, the employee is  regularly required to: work sitting at a desk or table; perform repetitive motion related to keyboard entry or typing; hear and understand speech at normal levels; communicate so that others can clearly understand normal conversation; see for the purpose of reading or observing students; bend, stoop, kneel and reach in all directions; operate computers and other office equipment.

 The employee may frequently be required to: lift and/or move objects up to twenty-five (25) pounds in weight. The employee may occasionally be required to stand and/or walk for extended periods of time, stand on a ladder up to four (4) feet off the ground.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 While performing the duties of this job, the employee regularly work in a temperature controlled indoor office environment with moderate noise levels and frequent interruptions.