Assistant Registrar - Non-Bilingual & Bilingual (Spanish)

Essential Duties And Responsibilities

• Enters student data to electronic and manual student information files using preset data entry screens.
• Receives new data and/or revisions, enters data, and routes updated information to appropriate staff or departments.
• Participates in enrolling new students.
• Verifies that parents have all required documents (e.g. proof of birth, visas, residency, etc.).
• Affords initial communications for counselors to meet with parents and students.
• Aids parents with the completion of registration materials.
• Provides basic orientation to new parents and students on registration and school policies and procedures.
• Maintains students' permanent records.
• Prepares and maintains necessary paperwork for withdrawing students.
• Communicates with counselors, attendance, teachers, administration, and receiving school as needed.
• Requests transcript of grades and cumulative files from other schools for new students transferring into the District and school.
• Verifies authenticity of requests and responds to inquiries from other schools, colleges, employers, or authorized agencies regarding student grades, attendance, and other information contained in student files.
• Uses dedicated software to transmit transcripts to colleges and universities.
• Aids in evaluating transcripts received from other schools.
• Converts grade and hour credits to corresponding units used within the District.
• Enters student information for district student databases.
• Processes summer school data, including enrollment, withdrawals, storage of hard copy grade sheet forms, and prepares report cards.
• Establishes grading window and verifies that teachers have imported grades into the student information systems in and accurate and timely manner.
• Conducts audits for missing or incomplete grade reporting, working with teachers to ensure accuracy.
• Enters course schedule information to student databases, indexed in such a way that numbers, titles, and descriptions appear in student files.
• Prepares eligibility lists of students from grades listed in student permanent record files.
• Affords individual immunization records for new students, reviews need for immunizations according to State and County mandates, and updates immunization records accordingly.
• Maintains student records on proficiency tests. Records names of students who attain passing scores.
• Affords assistance in reviewing students' records with counselors to assure students' compliance with advancement and graduation requirements.
• Affords assistance in compiling graduation lists.
• Maintains individual immunization records for new students, reviews need for immunizations according to State and County mandates, and updates immunization records accordingly.
• Maintains records and reports that comply with district, federal, and state mandates.
• May prepare reports for attendance and perform other administrative support consistent with the needs of the school site.
• May verify enrollment and attendance records for various authorized state and/or federal government agencies, programs, public or private entities.
• Researches and produces transcripts from prior students using digital or manual record sources.
• Maintains records and reports that comply with district, federal, and state mandates.
• May provide oral and/or written translation for non-English speaking individuals.
• Performs other duties as assigned that support the overall objective of the position.

Knowledge and Skills

• In-depth knowledge of registration and student file requirements, policies, and procedures, including origination and compilation of cumulative student records, course/activity schedules of the school, and matriculation and graduation requirements.
• Extensive knowledge of student information system.
• Working knowledge of applicable District policies and procedures and State Education Codes.
• Advanced knowledge of and skill at using office productivity software and applications.
• Record keeping, data entry, file management, general office, and clerical skills.
• Skill at organizing and developing controls and procedures for the security and privacy of large volumes of student data.
• Sufficient interpersonal skills to convey a positive image of the school, school performance, programs, policies, and procedures to new students and parents.
• Sufficient writing skills to prepare routine, yet professional correspondence and reports.

Abilities

• Maintain complex records and reports consistent and compliant with defined requirements.
• Enter data to computer-aided student records.
• Translate subjects and credits from other schools and adapt them to the District's grading system and school calendar.
• Interpret, apply, and communicate District policies and procedures and State Education Codes covering registration, records, matriculation, and graduation.
• Interact with a diverse range of formal and informal contacts with courtesy and patience.
• Maintain the privacy of student records and information.
• Provide outstanding customer service to internal and external customers.
• Maintain a high attention to detail to ensure accuracy and completeness.
• Demonstrate high dependability to complete assignments according to schedule.
• Show adaptability and flexibility.
• Deal with a variety of contacts in a tactful and diplomatic matter.
• Convey information in a clear, concise and accurate manner.
• Analyze difficult situations and develop a plan of action.
• Function under pressure and to multi-task.

Physical Abilities

• Function indoors in an office environment engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.
• Engaged in work of primarily a sedentary nature.