Registrar Espanola Valley High School

260 days

Job Objectives

To maintain, update, archive and retrieve individual and essential student records for an assigned school including transcripts, report cards, test scores, cumulative cards and discipline and attendance records; to ensure adherence to established State and Federal guidelines; and to perform a variety of tasks relative to assigned area of responsibility.

SUPERVISION RECEIVED AND EXERCISED

Principal and/or Assistant Principal

ESSENTIAL FUNCTION STATEMENTS

The following tasks are typical for positions in this classification. Any single position may not perform all of these tasks and/or may perform similar related tasks not listed here:

1. Obtain, maintain, update and retrieve individual and essential student records including transcripts, report cards, test scores, cumulative cards and discipline and attendance records; purge and archive graduated and inactive student records.
2. Analyze all transferred transcripts and records for student enrolling at the school; revise courses and credits into appropriate school format; validate all student records and transcripts as a school official for transfer to other schools.
3. Operate a computer to maintain, update and correct student records and other related information for the compilation of reports and lists.
4. Interact with students, counselors, teachers, parents and college representatives regarding various aspects of student records and transcripts.
5. Monitor and maintain student population statistics; generate lists for counting and tracking students for the 20-day report; enroll and dis-enrollment of students as required.
6. Order diplomas for graduating classes; contact and negotiate prices with vendors; provide list of graduating student names for diplomas.
7. Compile information for various annual reports for the State Department of Education.
8. Compile and distribute report cards according to established due date and guidelines.
9. Screen office visitors and phone calls; provide information within area of assignment; respond to requests for information.
10. Perform related duties and responsibilities as required.

QUALIFICATIONS

Knowledge of:

Methods and techniques of confidential and detailed record keeping.

Principles and practices of archiving records.

Principles and practices of report preparation.

Pertinent Federal, State and local laws, codes and regulations governing the maintenance of educational records.

Modern office procedures and methods.

Ability to:

Compile, maintain and verify complete and accurate student files and records.

Purge and archive files according to established procedures and guidelines.

Maintain confidentiality of work performed.

Ensure adherence to applicable Federal, State and local laws, codes and regulations.

Prepare required reports clearly and concisely.

Respond to requests and inquiries from students, teachers, parents and counselors regarding student records.

Obtain and maintain student population statistics.

Communicate clearly and concisely, both orally and in writing.

Establish and maintain effective working relationships with those contacted in the course of work.

Education and Experience Guidelines

Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying.  A typical way to obtain the knowledge and abilities would be:

Education:

Equivalent to the completion of the twelfth grade.

Experience:

Two years of increasingly responsible clerical support experience including some responsibility for records maintenance.

physical demands and WORKING CONDITIONS

The physical demands herein 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 these essential job functions.

Environment: Office environment.

Mobility: Walking, standing or sitting for prolonged periods; light lifting.

Vision: Visual acuity to review written materials.

Salary : $46,000 - $57,930