Overall Purpose

The job of Registrar is done for the purpose/s of registering of students and maintaining computerized student records and files; providing student information to authorized parties in compliance with established policies; and providing general clerical support, information, and/or direction as assigned. This job is distinguished from similar jobs by the following characteristics: maintenance of accurate enrollment date, computer-based academic records; distribution of progress reports and report cards; registration of new (in-state/out of state), and returning students; preparation of withdrawal forms, student schedules.

Direct Supervisor

Building Principal

Essential Functions

• Assists in developing master class schedule and assists with the general operation of the administrative offices (keys master schedule, including course numbers, instructor name, period taught, room number and classroom; cross training, etc.) for the purpose of ensuring student course and class size requirements are accurate.

• Attends department, committee, in-service meetings, workshops, and/or seminars as assigned (attendance committee, staff meetings, etc.) for the purpose of conveying and/or gathering information required to perform job functions.

• Evaluates transcripts of incoming students for the purpose of transferring grades and semester credit hours into the student information system.

• Informs appropriate personnel of possible student course deficiencies for the purpose of assisting in addressing student course requirements.

• Maintains a variety of manual and electronic documents, files, and records (grades, transcripts, student information, etc.) for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements.

• Performs enrollment and withdrawal activities (creation of new student folders, etc.) for the purpose of complying with established requirements.

• Prepares standardized documents and reports (report cards, class schedules, form letters and memos, calendars, bulletins, periodic reports, etc.) for the purpose of communicating information to other parties and/or agencies.

• Processes a variety of documents and materials (transcripts, job verification, etc.) for the purpose of providing required information in response to requests from students, other districts, colleges/universities, and/or employment agencies.

• Responds to inquiries from a variety of internal and external sources (staff, other educational institutions, the public, parents, and/or students, etc.) for the purpose of providing information and/or direction.

• Verifies student related data (grades, information, transcripts, etc.) for the purpose of ensuring the accuracy of the student records.

• Researches discrepancies in student records for the purpose of verifying graduation status and ensuring the accuracy of information.

Marginal Functions

• Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.

Competencies

• Skills-based Competencies

Required to perform multiple tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skill based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment including software and preparing; maintaining accurate records; analyzing data; applying job-related codes, regulations, and laws; operating standard office equipment and office technology; promoting activities and/or events; screening telephone calls; using general office software applications.

• Knowledge-based Competencies

Required to perform basic math, including calculations using fractions, percentages, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and analyze situations to define issues and draw conclusions. Specific knowledge based competencies required to satisfactorily perform the functions of the job include: codes, regulations, and laws related to student enrollment, graduation, and transfer; business telephone etiquette; bookkeeping practices; concepts of grammar, spelling, and punctuation; job-related codes/laws/rules/regulations/policies; keyboarding; office equipment and technology; and recordkeeping and record retention practices.

• Ability-based Competencies

Required to schedule activities, meetings, and/or events; gather and/or collate data; and use basic, job-related equipment. Flexibility is required to work with others in a wide variety of circumstances; work with data utilizing defined but different processes; and operate equipment using standardized methods. Ability is also required to work with a diversity of individuals and/or groups; work with similar types of data; and utilize job-related equipment. Problem solving is required to identify issues and create action plans. Problem solving with data requires independent interpretation of guidelines; and problem solving with equipment is limited. Specific ability based competencies required to satisfactorily perform the functions of the job include: adapting to changing priorities; communicating with diverse groups of individuals; maintaining confidentiality; working as part of a team; working with detailed information; working with frequent interruptions; setting priorities and working under minimal supervision; working within time constraints; and ability to read, write, and communicate clearly.

Requirements

High school diploma or GED equivalent Experience in administrative and secretarial work preferred

240-Day Staff

Physical Requirements

The usual and customary methods of performing the job's functions require the following physical demands: occasional lifting, carrying, pushing, and/or pulling, frequent stooping, kneeling, crouching, and/or crawling and significant fine finger dexterity.

Generally the job requires 70% sitting, 15% walking, and 15% standing.

Continuing Education/Training

N/A

Clearances

Criminal Justice Fingerprint

Background Clearance

Fair Labor Standards Act

Non-Exempt