Position Title: High School Registrar

Department: School

Evaluation Instrument: TKES

Pay Grade: Classified Scale

Pay Type: Non - Exempt

Retirement: TRS

Contract Work Year: 221.25 days (12 Months)

Reports to: School Principal and Any Other Assigned Administrator

MINIMUM QUALIFICATIONS

High school diploma or GED, preferably with course work in business education.

Reasonable degree of proficiency in typing and filing.

Knowledge of current office procedures and the operation of common office equipment.

Minimum of two years secretarial experience or the equivalent.

Excellent technology skills.

Meet state and local requirements concerning fingerprints and criminal background check.

Any alternatives to the above qualifications as the Board or Superintendent may find appropriate and acceptable

GOAL

The Registrar is responsible for registering students and managing a wide variety of student and curriculum information. The work involves responsibility for the day to day maintenance and operation of the school information management system utilized for student registration, scheduling, curriculum planning, grade reporting and related activities.

REPRESENTATIVE DUTIES & RESPONSIBILITIES

ATTITUDE

• Demonstrates eagerness and willingness to perform assigned duties. Demonstrates initiative through suggestions for program development. Willingness to accept responsibility and leadership.
• Accepts following administrative leadership positively.
• Assumes a professional role at all times/dresses as prescribed in the Teacher Handbook

KNOWLEDGE-COMPETENCIES

• Possesses knowledge requisite to assigned duties. Performs tasks with minimal supervision.
• Works to improve knowledge and/or competencies. Knowledge of departmental objectives.

WORK HABITS

• Observes organizational policies. Seeks quality in all work performed. Strives for adequate quantity of work. Is punctual and prompt.
• Uses time effectively.

• DEPENDABILITY

• Is reliable.
• Is consistent.
• Has organizational loyalty.

• EMPLOYEE RELATIONS

• Works harmoniously with others.
• Works toward preservation and/or improvement of organizational and personal image. Works toward locally developed goals.

SPECIFIC DUTIES

• MAINTAINS ALL CUMULATIVE STUDENT RECORDS 9TH -12rn GRADE.
• Ensure that all state required data is entered in the Student Information System.
• Maintain permanent files.

NEW ENROLLMENTS/WITHDRAWALS

• Requests and evaluates all educational records .
• Ensures new student enrollment forms are completed and signed by legal

• Guardians.
• Enters all state required data in Student Information System including transfer of course credits and testing data.
• Prepares new enrollment and withdrawal list for Food Service Supervisor.
• Processes official documents for withdrawal and transfer of records as requested.

GRADES/TESTING

• Assists teachers with electronic Teacher Grade Book set-up.
• Processes and pulls grades for each grading period.
• Prints, sorts and distributes report cards.
• Determines Goal Card and AB Honor Roll recipients each grading period.
• Processes and exports Teacher Grade Distributions for Administration.
• Processes and exports Failure List for Counselors.
• Prepares NC (non-credit) List and works closely with Attendance Administrator to clear and award credit once students have cleared the NC.
• Prepares class ranking and GPA reports.
• Prepares any and all reports including grade and discipline as requested by Administration.
• Processes and transmits student transcript data to GA Student Finance for HOPE eligibility determination.
• Enters testing data for all students (SAT, SCT, EOCT, and GHSGT).
• Notifies teachers of transfer grades.
• Mails final report cards as requested.
• Enters Summer School courses and credits in computer and mail grades to out-of­ district schools.
• Follows-up on incomplete grades and enters in computer
• FTE (Full Time Equivalency)
• Verifies/enters student demographics and all other state required data.
• Verifies students are scheduled for at least 6 FTE segments.
• Codes gifted and dual enrollment class sections appropriately.
• Input of all Special Ed data as required by the state (exceptionality, hours served, inclusion segments, annual review dates, code para-pro and co-teach sections).
• Enters 504 information on eligible students.
• Ensures that all course numbers are state approved.
• Works closely with FTE Coordinator at District Office to ensure all data is correct and error free.
• SCHEDULING
• Creates and enters state approved course names and numbers.
• Sets course catalog for the new school year.
• Creates school calendar and terms for the new school year.
• Auto-fills student information.
• Auto-fills course information.
• Creates Master Schedule in computer which includes:
• Assignment of teachers
• Assignment of course sections
• Assignment of room numbers
• Assignment of each period taught
• Manually links 1st and 2nd semester courses.
• Runs student requests reports for Administration.
• Loads student request for scheduling.
• Runs error report and clear all errors.
• Processes/commits final load of student schedules.
• Assigns Advisors for up-coming 9th graders in computer.
• Assists counselors with student scheduling.

YEAR-END

• Prints final report cards and mails as requested.
• Prints and files final transcripts for graduates.
• Prints grade reports to ensure all grades/credits have been processed.
• Compiles student failure list
• Prints year-end withdrawal list.
• Prints year-end NC list.
• Marks retained students in computer.
• Enters diploma type and graduation date on all graduates in computer.
• Prints credits rep01i and final class ranking for all students.
• Verifies credits earned to determine retained and promoted students.
• Uploads data for final HOPE eligibility and verify.
• Ensures all student data has been reported correctly for the school year.
• Processes and finalizes state required Student Record data.

OTHER RESPONSIBILITIES

• Prepares potential graduate list and verify correct spelling of name for submission to Jostens for Diplomas.
• Updates parent information in computer.
• Completes insurance forms for Good Student/Driver's Ed Discount.
• Collects data and prepare Civil Rights Report as requested by District Office.
• DDS website Administrator - - enter and maintain Alcohol and Drug Awareness Program Certifications as well as Driver's Ed Certifications and print certificates.
• Prepares voting ballots and scans results for Mr. and Miss, Homecoming Queen nominations, Senior Superlatives, and Rotary nominations.
• Types student enrollment letters as requested.
• Collects final transcript request for graduates.
• Files final transcripts for graduates.
• Files testing score sheets for all students.
• Mails official transcripts requested by students, colleges, and employment agencies.
• Distributes incoming faxes.
• Calculates and prepares Honor Graduate list and Honor Roll list for Honor's Night.
• Assists teachers with Scantron machine.
• Answers phone.
• Reports to and performs all duties assigned by Principal.
• This job description will be in effect from the dates it is signed until it is changed by Board of Education or the Principal.

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