High School Registrar - Non-Bilingual & Bilingual (Spanish)

About the role

The Registrar - High School is a senior level position responsible for performing a variety of complex clerical and statistical record keeping duties related to the enrollment, graduation or withdrawal of high school students.

Responsibilities

• Maintains and archives academic records.
• Verifies enrollment and attendance records for various authorized state and/or federal government agencies, programs, public or private entities.
• Enters information into computer-aided student files using preset data entry screens.
• Evaluates transcripts received from other schools (foreign and domestic).
• Converts grade and hour credits to corresponding units used within the District.
• Transcribes student information into District student databases.
• Conducts audits for missing or incomplete grade reporting using queries or ad hoc reports, working with teachers to ensure accuracy.
• Maintains and updates master course lists.
• Enters course schedule information to student databases, ensuring that numbers, titles and descriptions appear in student files according to coding scheme.
• Creates new course sections as needed throughout the school year.
• Changes enrollment for students on home study placement.
• Maintains individual immunization records for new students, reviews need for immunizations according to State and County mandates, and updates immunization records accordingly.
• Prepares special reports, including those that are mandated, requiring accessing and extracting data from student information systems, and eventual submittal to state and other agencies.
• Manages and submits student information for special awards and certificates such as, but not limited to, ELA, National Merit, Cal Grant and other applicable scholarships available to qualifying seniors.
• Reviews students' records with counselors to assure students' compliance with advancement and graduation requirements.
• Orders diplomas, covers, certificates of completion and NSF seals.
• Oversees accurate diploma distribution.
• Provides orientation and work direction to other support staff.
• Performs signatory duties for school transcripts, attendance verification, social security, using school seal.
• Assists with the resolution of student and parent disputes as they relate to records, grades and registration.
• Meets with parents to withdraw students and ensures the return of school property and debt collection.
• Verifies that exit IEPs were held for district Special Education students.

Requirements

• High school diploma or equivalent.
• Supplemental coursework in a general business or equivalent.
• 4 years of experience providing administrative and clerical support in records, attendance, and data entry of student information.

Qualifications

• Advanced knowledge of and skill at using office productivity software and special applications.
• Record keeping, data entry, file management, general office, and clerical skills.
• Interpersonal skills to convey a positive image of the school, school performance, programs, policies, and procedures to new students and parents.
• Writing skills to prepare routine, professional correspondence and reports.
• Maintain complex sets of records and reports consistent and compliant with defined requirements.
• 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.
• Detail with others in a tactful and diplomatic manner.
• Covering information in a clear, concise and accurate manner.
• Analyze difficult situations and develop a plan of action.
• Function under pressure and to multi-task.

Skills

• In-depth knowledge of registration and student file requirements, policies, and procedures, including origination and compilation of cumulative student records, the course/activity schedules of the school, and matriculation and graduation requirements.
• Working knowledge of applicable District policies and procedures and State Education Codes.
• Advanced knowledge of and skill at using office productivity software and special 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.
• Interpersonal skills to convey a positive image of the school, school performance, programs, policies, and procedures to new students and parents.
• Writing skills to prepare routine, professional correspondence and reports.
• Ability to maintain complex sets of records and reports consistent and compliant with defined requirements.
• 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.
• Detail with others in a tactful and diplomatic manner.
• Covering information in a clear, concise and accurate manner.
• Analyze difficult situations and develop a plan of action.
• Function under pressure and to multi-task.