What are the responsibilities and job description for the PHS Registrar position at Portsmouth School District?
Position Title: Registrar- School Counseling
Statement of Duties
The High School Registrar is an integral part of the School Counseling team that helps with student data management and academic record integrity. This role requires a meticulous professional who balances technical database management with a supportive, student-centered approach. You will be responsible for maintaining the accuracy of student transcripts, coordinating the enrollment process, and ensuring the school remains compliant with district and state reporting regulations. You should be adaptable and able to work in a busy environment. Have strong customer service skills as you will often be the first point of contact for families. Be able to adhere to the strict confidentiality requirements of FERPA (Family Educational Rights and Privacy Act) and have great attention to detail.
Position Functions
The essential functions or duties listed below are intended only as illustration of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if work is similar, related, or a logical assignment to, or extension of, the position.
Essential Functions
- Register all incoming students. Assemble all records and transcribe all information. Withdraw students leaving and ensure all records are transferred. Meet with new registrations and their families as they begin at Portsmouth High School.
- Maintain all student records from 1930 to present, adult education files, test scores, correspondence on current students and past students.
- Assist school counselors with college applications, school reports, NCAA Clearinghouse, and calculate rank and grade point averages for all students grades 9-12.
- Assist school counselors with scholarship information,Haven Medals, Book Awards, and Boys and Girls State.
- Facilitates the preparation and timely submission of mandated city, state, and federal documentation, ensuring all institutional reporting meets regulatory standards
- Collaborate with other schools to secure all records including health, academic and special education on all students.
- Collaborate with other staff and NH Department of Education to maintain records on enrollments, withdrawals, Student State Identification Numbers and various state reports.
- Coordinate the collection and posting of grades for progress reports and report cards. Ensure all teachers meet grading deadlines and troubleshoot any data entry errors.
- Coordinates and enrolls International Exchange students each year
- Perform other job-related duties as assigned.
Recommended Minimum Qualifications
Education and Experience
- Education: High School Diploma or GED required; Associate's or Bachelor's degree in Business Administration, Education, or a related field preferred.
- Experience: 2 years of experience in school office administration or high-volume data management preferred.
- Technical Skills: Proficiency in Student Information Systems (e.g., PowerSchool, Alma, Infinite Campus) and the Microsoft Office Suite (especially Excel for data sorting).
Knowledge, Skills and Abilities
The ideal candidate for this position will have a working knowledge or familiarity in the following areas:
- ability to communicate effectively to office staff, parents and students
- attention to detail, organizational skills, initiative in decision making
- municipal government operations; municipal laws, regulations and procedures
- learn and adapt to new situations;
- use logic, deduction and problem solving skills to solve complex technology issues;
- operate effectively with multiple deadlines and competing demands;
- prepare clear and concise reports, correspondence and other written materials;
- establish and maintain effective working relationships with a variety of people.
Competence with standard business software applications (word processing, spreadsheets, presentation, internet browsers, email) is essential.
Physical and Mental Requirements
- Must be able to sit for extended periods while performing data entry.
- Occasional lifting of record boxes (up to 20 lbs).
- Ability to maintain composure and kindness while managing frequent interruptions from students, parents, and staff.
- Equipment operated includes office machines and computers.