2026-2027 Guidance Registrar

Title: Guidance Registrar

Reports to: Principal

Terms of Employment: 10 months

Salary: $2985-$3400

FLSA Exempt/Non-Exempt: Non-Exempt

Qualifications:

• Associate’s Degree or higher
• Training and experience which provides the required knowledge, skills and abilities

Supervises:

• None

Essential Job Functions:

• Performs general secretarial tasks including, but not limited to, producing letters, reports, memorandums, etc. via the computer; makes photocopies, files, distributes mail, etc.
• Communicates in a positive and effective manner with staff, students, parents, district personnel and/or visitors
• Assists with registration of all incoming students by checking for required documentation, requesting records from other schools and maintaining records in cumulative folders
• Assists with the withdrawal of students by preparing required withdrawal forms, making copies of necessary documentation from the cumulative folder required for registration in another school, and updating the cumulative folder with pertinent information before filing in the withdrawal files
• Completes necessary forms and related records relative to the transfer of students
• Ensures that forms are properly filled out and verifies that established criteria are met
• Maintains specialized records to include pupil cumulative records and requests same from former schools
• Prepares student transcripts for transfer, maintains and circulates transfer forms and records student attendance
• Composes and types letters and reports
• Maintains student records in a timely and efficient manner
• Assists the data manager with student records management as needed
• Assists in making changes to Course Master Schedule for the new school year
• Implements appropriate portions of the Federal Privacy Act
• Composes routine correspondence for supervisor’s signature
• Proofreads
• Makes appointments and maintains the schedule and calendar for assigned personnel
• Greets and escorts representatives from colleges and other visitors
• Reproduces material with various types of machines
• Answers phones and questions with the assigned scope of responsibility and refers other inquiries to cognizant individuals
• Assists with initiatives in promoting college and career readiness among students
• Maintains all guidance office bulletin boards and displays
• Assists, when needed, with guidance coverage during lunch and restroom breaks
• Compiles reports
• Maintains inventories
• Organizes the guidance office (i.e. all district/school forms and inventory of office equipment/supplies)
• Operates various office machines
• Maintains all general files for the department
• Assists with the preparation of academic and graduation programs
• Performs general office duties as assigned
• Performs all other duties as assigned

Physical and Cognitive Requirements:

The major physical and cognitive requirements listed below are applicable to the Clerical Support for Guidance, School Nurses & Social Workers job classification within Hoke County Schools. Work in this classification is considered light physical work requiring the exertion of up to 20 pounds of force occasionally and a negligible amount of force frequently or constantly to move objects.

Must be able to:

• Operate a variety of equipment including computers, copiers, document cameras and data projectors
• Compare, interpret, analyze and generate data and apply basic principles of statistics
• Gather, convey and exchange information
• Respond appropriately to inquiries or complaints
• Use tact and courtesy when working and dealing with the community
• Read, comprehend, and prepare various kinds of communication and information including emails, correspondence, reports, articles, proposals, contracts, policies, charts, spreadsheets, curriculum documents, staff development plans, educational forms and data
• Write using prescribed formats and conforming to all rules of punctuation, grammar, diction and style
• Speak before groups of people with poise, voice control and confidence
• Apply principles of logical, critical, creative or scientific thinking to define problems, collect data, establish facts, and draw valid conclusions
• Deal with abstract and concrete variables
• Demonstrate and apply common sense understanding to carry out simple instruction and to make simple decisions
• Interpret, infer, analyze, synthesize and evaluate materials, resources, situations and problems to generate options and solutions
• Interpret and carry our oral and/or written instructions
• Demonstrate continued professional curiosity and growth
• Communicate effectively and efficiently, both orally and in writing
• Hear, speak, read, record and explain information, communication and procedures
• Deal fairly with people beyond giving and receiving instructions
• Perform under stress, deal with persons acting under stress and displaying emotional distress and adapt when confronted with emergency situations

DISCLAIMER: The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of the position. All employees may have other duties assigned at any time.