High School Registrar - Temporary

High School Registrar

Temporary

8 hours per day/5 Days per week/Temporary

Anticipated Start Date: 01/05/2026

Approximate End Date: 04/14/26 -4/28/2025

Positions Serves Molalla High School

JOB GOAL: The goal of the High School Registrar is to maintain records of students currently enrolled or who have been enrolled at Molalla High School and to perform administrative assistant duties and clerical tasks as assigned by the counseling and administrative staffs.

ESSENTIAL REQUIREMENTS: To perform this job successfully an individual must be able to execute each requirement satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities needed for the position.

Ability to: compile information, maintain extensive transcript records, prepare reports analyze transcripts carefully and adopt effective courses of action; communicate effectively in English (both orally and in writing) with students, parents, teachers and the public; effectively interpret and explain building/district policies and procedures; recognize, listen and respond to sensitive situations and respond in a caring manner in interactions with students, parents, and staff; understand and follow oral and written instructions; perform administrative support and clerical functions requiring independent judgment, decision-making, and problem solving; multi task effectively, handling frequent in person and telephone interruptions while continuing to maintain a high level of attention to detail; use standard office equipment (i.e., computer, telephone, intercom, calculator, copier, fax, etc.); maintain confidentiality; work harmoniously with others;

Skills to: operate computer and use a variety of computer programs including Microsoft Office Suite and Google Applications (Word, Excel, Google Calendar and Email and Synergy); type with accuracy and at a speed necessary for successful job performance; use correct grammar, punctuation, and spelling in English to communicate accurately both in written documentation and in oral communication;

Knowledge of: school and district processes and procedures, general record keeping practices and records retention requirements;

Must be 21 years of age or older; possess a High School Diploma or equivalent as required by OAR 581-37-030, Oregon Department of Education; have a minimum of three years of experience in general clerical work that required frequent contact with the public.

Moderate degree of physical stamina to perform the physical requirements of the position which may include:

• Ability to stand, walk, and bend frequently, and occasionally lift up to 50 lbs.
• Ability to use computer, telephone, and other office equipment for extended periods of time
• Ability to make frequent trips from desk to counter, files, and other locations in the school building
• Possible exposure to bodily fluids in assisting students with rest rooms and in tending to injuries and illnesses

Such alternative to the above requirements as the School Board or the Administration may deem appropriate and acceptable.

ESSENTIAL DUTIES AND RESPONSIBILITIES: include the following. Other duties may also be assigned.

• Maintain official transcripts for all students; record and update transcripts (i.e., grades, courses completed, test information, etc.)
• Process new/incoming student enrollments; prepare records, add information to computerized registration list, prepare student transcripts, request records from sending school, transmit appropriate information about students to counselors, teachers, and other personnel as needed.
• Process student withdrawals; issue withdrawal forms to students, obtain grades, health and attendance records; transfer grades into student withdrawal files, prepare records for storage; send original records to receiving schools when requested.
• Facilitate and complete tasks to prepare for graduation activities, to include ordering of diplomas, gowns/shawls for staff, etc.
• Process records of graduating students, prepare and send official transcripts to colleges, universities, and businesses.
• Type letters, recommendations and reports, as requested; prepare and/or process all State Student accounting reports; complete all forms submitted and validate information provided to the Social Security Administration, Oregon Department of Motor Vehicles, Juvenile Department, etc.
• Work directly with teachers in assembling grade reporting from ordering grade sheets to distributing grade cards and recording grades on students’ official records.
• Compose, type, and sign letters to parents, schools, businesses, students, and former students in relation to student records.
• Maintain a high level of ethical behavior and confidentiality when dealing with student and staff information.
• Train and supervise student assistants on proper telephone etiquette, acting as receptionist for students and parents, delivering a variety of material to teachers and offices and performing general office duties.
• Answer and screen telephone calls and screen walk-in visitors, provide information on school policies/operations or refer calls to appropriate staff member.
• Assist counselors in scheduling and preparing handouts and materials for parents, teachers, counselors, and other staff and for special interest meetings.
• Maintain protect the confidentiality of counseling department records.
• Maintain occupational and college information files and disseminate information to students.
• Maintain, amend and oversee the course master schedule during the current school year and assist in the forecasting and scheduling process for the next school year; enter course curriculum data and course master schedule information;
• Create and maintain the high school calendar annually for attendance and scheduling purposes.
• Work directly with Clackamas County Health Department to obtain and maintain student health records; process, prepare and submit the annual Clackamas County Health Department Immunization Report; assist in the exclusion of students not in compliance with Oregon Immunization Law.
• Receive and disseminate information regarding students’ completion of Driver Education Program to Department of Motor Vehicles (DMV) and insurance agencies as requested.
• Perform such other tasks (which may require knowledge of other job descriptions) as may be deemed appropriate by the Board or Administration

CERTIFICATES, LICENSES, REGISTRATIONS, BONDING, AND/OR TESTING REQUIRED:

• Must possess and maintain a valid First Aid card if required
• Criminal Justice Fingerprint Clearance.