Registrar - High School

Purpose Statement

The job of Registrar - High School is done for the purpose/s of providing academic support services that include the creation, maintenance, preservation and transmission of student academic records, course related data and relevant information; coordinating school site visits and related activities; and responding to requests from a variety of sources in a timely, efficient manner;.

Essential Functions

• Compiles a variety of information/data (e.g. transcripts, health, IEP, attendance discipline records, grades, test scores, senior recognition ceremony/ceremonies, etc.) for the purpose of providing appropriate information required by site, district and/or state.
• Coordinates school site visits (e.g. incoming students, colleges, technical schools, etc.) for the purpose of providing, receiving, and/or exchanging information.
• Maintains master schedule, master schedule updates and course requests for the purpose of providing information regarding staffing decisions, course offerings and class sizes.
• Maintains a variety of confidential files, documents and student records (e.g. permanent student records, cumulative folders, grades, transcripts, address changes, eligibility for sports, etc.) for the purpose of documenting and/or providing reliable information relative to student records.
• Participants in meetings, workshops and seminars for the purpose of conveying and/or gathering information, developing knowledge required to perform job functions and meet district objectives.
• Performs enrollment and withdrawal activities in the student information system for the purpose of ensuring compliance with financial, legal, state or federal requirements.
• Prepares documents (e.g. Merit Scholarship applications, certificates, programs, bulletins, reports, memos, letters, etc.) for the purpose of documenting activities, providing written reference and/or conveying information.
• Processes document requests (e.g. transcripts, attendance records, discipline records, health records, test scores history, etc.) for the purpose of providing accurate and reliable information.
• Processes requests from students, other districts, colleges/universities and/or employment agencies (e.g. transcripts, job verification, etc.) for the purpose of providing requested information.
• Processes transcripts that are accurate with updated grades including course credit systems for the purpose of responding to an official transcript request(s).
• Provides support for district programs (e.g. DCF, WRAP, Drug & Alcohol Prevention, KU Upward Bound, KU Truancy Program, GEAR UP, etc.) for the purpose of providing information, coordinating meetings and orientating personnel with building and/or policies.
• Responds to inquiries from a variety of internal and external parties for the purpose of providing information, facilitating communication among parties and/or providing direction.
• Schedules counseling related activities (e.g. meetings, coordinate assessments, referral appointments, etc.) for the purpose of assisting in meeting staff needs and efficiently utilizing personnel, equipment and facilities.
• Supports assigned administrative personnel for the purpose of providing assistance with their administrative functions.

Other Functions

• Assists other personnel as may be required for the purpose of supporting them in the completion of their work activities.
• Performs other duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.

Job Requirements:  Minimum Qualifications

Skills, Knowledge and Abilities

SKILLS are required to perform multiple, technical tasks with a need to occasionally upgrade skills in order to meet changing job conditions. Specific skill based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment including software and preparing and maintaining accurate records.

KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; read technical information, compose a variety of documents, and/or facilitate group discussions; and solve practical problems.  Specific knowledge based competencies required to satisfactorily perform the functions of the job include: pertinent codes, regulations & laws related to student enrollment, graduation and transfers; business telephone etiquette; and concepts of grammar and punctuation.

ABILITY is required to schedule a number of activities, meetings, and/or events; gather, collate, and/or classify data; and use basic, job-related equipment. Flexibility is required to work with others in a wide variety of circumstances; work with data utilizing defined but different processes; and operate equipment using defined methods. Ability is also required to work with a diversity of individuals and/or groups; work with data of varied types and/or purposes; and utilize specific, job-related equipment. Problem solving is required to analyze issues and create action plans. Problem solving with data requires independent interpretation of guidelines; and problem solving with equipment is limited. Specific ability based competencies required to satisfactorily perform the functions of the job include: adapting to changing priorities; communicating with diverse groups; maintaining confidentiality; working as part of a team; working with detailed information; and working with frequent interruptions; adhere to district policies; regular attendance except when allowed leave.

Responsibility

Responsibilities include: working under limited supervision using standardized practices and/or methods; providing information and/or advising others; operating within a defined budget. Utilization of resources from other work units may be required to perform the job's functions. There is a continual opportunity to impact the organization’s services.

Working Environment

The usual and customary methods of performing the job's functions require the following physical demands: occasional lifting, carrying, pushing, and/or pulling,  some stooping, kneeling, crouching, and/or crawling and significant fine finger dexterity. Generally the job requires 80% sitting, 10% walking, and 10% standing.  The job is performed under conditions with some exposure to risk of injury and/or illness.

Experience      Job related experience with increasing levels of responsibility is desired.

Education        High school diploma or equivalent.

Equivalency   

FLSA Status                                                    Approval Date                        Salary Range

Non Exempt                                                        2/1/2018                                  13