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

About the role

Performs clerical and statistical record keeping duties related to the enrollment, graduation or withdrawal of high school students including those in special programs, according to established policies and procedures.

Responsibilities

• Enrolls new students.
• Verifies that parents have all required documents.
• Works with counselors to establish initial communications with parents and students.
• Establishes and maintains student demographic records.
• Affords brief orientation to new parents and students on registration and school policies and procedures.
• Provides orientation packets to incoming students and forwards to feeder schools (e.g., elementary schools).
• May verify enrollment and attendance records for various authorized state and/or federal government agencies, programs, public or private entities.
• Prepares and maintains students' permanent records to ensure accuracy and completeness.
• Receives new data and/or revisions, enters data and routes updated information to appropriate staff or departments.
• Requests transcript of grades and cumulative files from other schools for new students transferring into the District from schools both foreign and domestic.
• Evaluates transcripts received from other schools (foreign and domestic).
• Converts grade and hour credits to corresponding units used within the District.
• Transcribes student information for district student databases.
• May need to interpret information written in a foreign language.
• Processes Intra-District Transfers (IDT) and open enrollment.
• Enables system to allow teachers to enter grades for each term and imports grades from various formats to the student information systems.
• Conducts audits for missing or incomplete grade reporting using queries or ad hoc reports and works with teachers to ensure accuracy.
• Pastes grades to transcripts and follows-up with teachers to ensure grading deadline is met.
• Maintains and updates master course lists.
• Assigns and reclassifies (e.g., from special education to general education, English Language Learner, or home study, etc.) students according to established procedures.
• Prepares a variety of eligibility lists (e.g., sports, lunch program, etc.) of students from grades listed in student permanent record files through ad hoc and pre-formatted reports.
• Maintains student records on assessments (e.g., CELDT, ERICC, statewide exams, SAT, etc.).
• Creates reports to include the names of students and their scores.
• Compiles accurate promotion lists.
• Maintains transcripts, correspondence and student permanent record files.
• Provides the District with non-promotional list.
• Manages and submits student information for special awards and certificates such as, but not limited to ELA, NHS and CJSF.
• Reviews individual immunization records for new students, and ensures compliance with State and County mandates.
• Reviews students' records with counselors to assure students' compliance with minimum credit requirements.
• Prepares special reports, including those that are mandated (e.g., NAEP), requiring accessing and extracting data from student information systems, and eventual submittal to state and other agencies.
• Assists students with the private school application process.
• Collects necessary information including letters of recommendation and transcripts.
• Prepares forms and other materials and distributes in a timely manner.
• Implements opening and closing of the school year. (e.g., moves students, enters end dates, enrolled/withdraw to proper school, completes Intra-district transfers, marks non-grades, etc.).
• Compiles records for delivery to the appropriate schools.
• Manages and submits student information for special awards and certificates such as, but not limited to ELA, NHS and CJSF.
• Withdraws students according to District protocol.
• Ensures accuracy of information.
• May perform attendance compilations, reception and other administrative support consistent with the needs of the school site.
• Provides oral and/or written translation for non-English speaking individuals.
• Performs other duties as assigned that support the overall objective of the position.

Requirements

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

Qualifications

• Extensive knowledge of student information system.
• Working knowledge of applicable District policies and procedures and State Education Codes, and California Longitudinal Pupil Achievement Data System (Calpads).
• Advanced knowledge of and skill at using office productivity software and special applications.
• Record keeping, data entry, file management, general office and clerical skills.
• 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.
• Ability to 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.
• Ability to analyze difficult situations and develop a plan of action.
• Ability to 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 requirements.
• 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.
• 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.
• Ability to 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.
• Ability to analyze difficult situations and develop a plan of action.
• Ability to function under pressure and to multi-task.