Title Code : Registrar : School

Registrar : School

JOB SUMMARY

Works in the school counseling office to : check and review student records, verify grades, send and receive records to and from schools, complete student registrations / assist in scheduling, prepare and collate materials for college packets and scholarship applications, document and verify high school graduation requirements, review and prepare final transcripts and records for permanent storage, and maintain databases for tracking and reporting information on students and student groups.

ESSENTIAL DUTIES / RESPONSIBILITIES

Maintains a comprehensive records system and record cards for all students, including incoming, current, ELP, IB, special education, 504, withdrawals, & graduates;

prepares folders and forms.

Interviews new students and their parents to facilitate accurate completion of registration paperwork; documents and verifies registration data;

contacts previous schools to obtain necessary information; and assists in evaluating transcripts of incoming students to insure proper grade placement and to verify credits and grades.

• Schedules summer registration appointments for new students.
• Requests records from previous schools for incoming students and processes incoming records.
• Provides teachers with the grades of incoming students; follows up with previous schools on missing grades and records;

and assists in checking records to assure that students are meeting specific graduation and testing requirements.

• Distributes and collects withdrawal paperwork for students who are transferring or withdrawing from school.
• Prepares transcripts and other paperwork requested for college, scholarships, and / or employment.
• Prepares diploma lists and assists in checking diplomas for accuracy; reviews graduates records for accuracy prior to microfilming.
• Updates student transcripts including entering course histories and repeat tags.
• Maintains graduates folders for five years, prepares transcripts, and verifications of graduation.
• Keeps up-to-date logs / school rosters / listing of all new students, active students, and withdrawals. Prepares reports for same, as assigned.
• Uses the student data system to produce reports and assist with data entry related to the registration and scheduling of students.
• Performs other related duties as assigned within the same classification or lower.

MINIMUM QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and / or abilities required.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education

• Associate's Degree in applicable field of education from a regionally accredited college or university required;
• Or an equivalent combination of education and experience which provides the required knowledge, skills, and abilities deemed sufficient to prepare the applicant to successfully perform the duties of the position.

Experience

None

Knowledge, Skills, Abilities and Other Characteristics

• Knowledge of and familiarity with computerized record keeping systems including PCs and appropriate software in an office environment, and / or course work in the area of computer science, data processing / technology or related field.
• Demonstrated ability to exercise considerable independence in working situations.
• Ability to communicate effectively both verbally and in written form with administrators, guidance staff, teachers, students, outside agencies, colleges and universities, parents, and other persons.
• Demonstrated ability to effectively work and communicate with diverse populations.
• Demonstrated proficiency with business technology applications (e.g. Video / Web Conferencing, Microsoft Office Suite -Word, Excel, Outlook, and / or PowerPoint preferred).

For new permanent secretarial / clerical / technician hires, a minimum score on a pre-employment assessment is required.

Satisfactory scores on any test required.

Licenses and Certifications

Employee must retain active licenses, certifications, and enrollment as a condition of employment.

N / A

Driving Requirements

N / A

LEADERSHIP ROLE

N / A

PHYSICAL DEMANDS / WORKING CONDITIONS

The physical demands and working conditions 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 individuals with disabilities to perform the essential functions.

Physical Demands

• Standing :
• Walking :
• Sitting :
• Keyboarding :
• Talking :
• Hearing :
• As required by the duties and responsibilities of the position.

Vision

The vision demands with correction described here are representative of those that must be met to successfully perform the essential functions of this job.

No special vision requirements

Work Environment

Location

Office, school or similar indoor environment :

Travel Requirements

N / A

JOB INFORMATION

Approved Date : Established

Established

Last updated : 2024-05-11