Registrar (8 hours/260 days) (January Start Date)

Position Title:     Registrar
Department:       High School
Reports To:         Principal
FLSA Status:       Non-Exempt
 
SUMMARY: 
Gathers and enters into the computer all information that is essential to student/teacher record keeping including but not limited to demographics, academics, report cards, schedules (homeroom, lunch, virtual school, dual enrollment), homebound data, school lunch status, summer school information and grades, etc., using the automated school management system, PowerSchool.
 
ESSENTIAL DUTIES AND RESPONSIBILITIES:   

• Processes enrollment, summer withdrawal of students, coordination of course assignments and other details with teachers, administrators, and counselors.
• Supports all student registration utilizing the student online registration system.
• Monitors master schedule needs for students and teachers; oversees the preparation of printed schedules and ensures proper distribution.
• Helps develop a timeline for teachers to record grade; enters grade corrections into the computer; prints report cards and interim reports; calculates GPA and honor rolls.
• Prepares reports for school, District, and State Department of Education personnel as required. (Not attendance or funding related report that are completed by attendance clerk)
• Prepares and provides copies of student transcripts as requested, along with grade labels. Places transcripts and labels in cumulative folders, prints failure lists and end of year reports.
• Sends out grades to teachers for CIL Students.
• Processes and records student transfers, enrollment and withdrawals; coordinates course assignments and other details with teachers, administrators and counselors in assigned school and/or other schools as necessary.
• Generates and customizes various computer reports and forms for teachers, administrators, counselors and district personnel – including class rosters, student schedules, student directories, honor lists, attendance reports, report cards, test score reports, statistical data, Grad Rate report, 45^th and 135^th Day Reports, etc.
• Inputs and adjusts schedules and enrolls new students.
• Verifies and makes sure all grades are entered correctly. Contacts teachers if grades are not entered.
• Makes sure pre-code data is correct for testing.
• Closes out computer database for academic year and sets up new database for new academic year.
• Sets up course groups and screens for counselors to enter student requests for new school year.
• Responds to inquiries and requests for assistance in areas of responsibility.
• Attends meeting, training, workshops, etc., as appropriate to enhance job knowledge and skills.
• Enters all new students/ transcript data into historical data and enrolls new students in courses.
• Sends out transfer grades for new students.
• Enters all grades, including summer school, dual credit and virtual school grades, and makes sure grades have been entered and updated.
• Storing grades in PowerSchool.
• Codes special permission alert, verifies proof of residence, and makes sure zoned school is correct.
• Makes sure students requiring special education services are marked accordingly.
• Runs class rank and GPA reports.
• Verifies diploma lists, orders diplomas and identifies seniors who do not met graduation requirements.
• Works on course requests counts and course sections for the subsequent school year. Sets maser schedule.
• Prepares and provides copies of student transcripts as requested. Prints and files transcripts in cumulative folders.
• Performs other duties as may be assigned by the Principal.

 
JOB SPECIFICATIONS
 
EDUCATION and/or EXPERIENCE:
Minimum of high school diploma or equivalent supplemented by one or two years of clerical or data processing experience, or equivalent combination of education, training and experience that provides required knowledge, skills, and abilities.
 
Such alternatives to the above qualifications as the Board may find appropriate and acceptable.
 
CERTIFICATES, LICENSES, REGISTRATIONS: 
Not applicable
 
SUPERVISORY RESPONSIBILITIES:  
Not applicable
 
LANGUAGE SKILLS: 
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.  Ability to write and/or type routine reports and correspondences.  Ability to speak effectively before groups of district personnel or organizations.
 
MATHEMATICAL SKILLS:
Ability to add, subtract, multiply, and divide in all units of measurement, using whole numbers, common fractions, and decimals.  Application of percentages, ratios, and proportions to practical situations is required.
 
REASONING ABILITY:
Ability to interpret and carry out instructions furnished in written, oral, diagram or schedule form.  Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to analyze information and use logic to address work related issues and problems. Ability to quickly assess employee, departmental, and administrative needs and provide timely feedback. Ability to analyze varied functions, processes and tasks for the preparation of varied and complex records and reports. 
 
Thorough knowledge of the principles of office management and of modern office procedures, systems and equipment such as typewriters, calculators, and word processors.  Strong knowledge of word processing, e-mail, spreadsheets, electronic file management, the internet, and reporting and presentation software. Knowledge in maintaining confidentiality of information of a sensitive and confidential nature.  Ability to type clear copy at the minimum required rate.  Ability to create electronic reports and presentations, use the internet efficiently, communicate electronically via e-mail, and manage electronic data and files in an organized manner.
 
OTHER SKILLS and ABILITIES:
Ability to perform duties with awareness of all district requirements and Board of Education policies.

Ability to operate a personal computer and related software.  Ability to work independently, with limited supervision.  Ability to develop effective working relationships with students, and the school community.  Ability to communicate clearly and concisely, both orally and in writing. Ability to develop effective working relationships with staff and district employees.  Proficiency with Microsoft applications such as Excel, Word, and PowerPoint required.  Ability to perform duties with a high level of detail and accuracy. Ability to self-monitor and manage multiple tasks while working individually and with members of a group.
 
PHYSICAL DEMANDS:
The physical demands described here 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 the essential functions.
 
The employee will occasionally lift and/or move up to 50 pounds such as boxes of materials.  The employee will sometimes push/pull items such as furniture or boxes of materials.
 
While performing the duties of this job, the employee is regularly required to sit, stand, walk, talk, listen and/or reach with hands and arms. Specific vision abilities required by this job include close vision, distance vision.  Routine local travel is required.  Duties of the job require frequent use of a computer monitor and related equipment.
 
WORK ENVIRONMENT: 
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
 
Office environment with limited exposure to environmental conditions.  The noise level in this environment is quiet to loud depending upon the activity in the particular part of the day. Frequent interruptions and immediate attention to unexpected situations are expected.  
 
TERMS OF EMPLOYMENT: 
12 Months
Level 109 Pay Scale
 
The terms of employment detailed in this job description are based on full time employment during the school year.  Conditions of employment adjusted for part time employees or individuals who are hired for less than an entire school year.
 
EVALUATION: 
Performance of this job evaluated annually according to Board Policy.
 
DISCLAIMER STATEMENT:
The information contained in this job-description is for compliance with the American with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position.  Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

updated 2025