Registrar

Hamilton County Schools, located in Chattanooga, TN, is working to ensure that all students thrive and experience a future without limits. We are committed to excellence for every student and are seeking outstanding leaders, teachers, support staff, and district employees who desire to make a difference in the lives of students. With nearly 75 schools, we are confident that you can find your place in Hamilton County. Sale Creek Middle/High School (SCMHS) is a 6-12 school just north of Chattanooga, serving a close-knit rural community. Supported by families, alumni, and local businesses, we take pride in offering big opportunities in a small-school setting. Our programs include competitive athletics, a growing band, a top-performing JROTC (with one-third of students participating), eLab access, eCars, and a wide range of dual enrollment college-level courses. Through our Future Ready Institute, students explore pathways in Construction, Engineering, and Marketing, earning industry certifications and gaining hands-on experience through projects like building and marketing Tiny Houses.

About the role

The purpose of this job is to maintain permanent academic and registration records for enrolled students.

Responsibilities

• Acts in a professional, respectful, and welcoming manner at all times.
• Creates a customer-focused climate and provides quality services and support to school and other stakeholders.
• Complies with applicable district, state, and federal codes, laws, rules, regulations, standards, policies and procedures.
• Compiles, prepares, and maintains a complete, accurate, and current academic history to serve as official transcript for each student enrolled in schools in the System; prepares, updates and maintains permanent record cards and cumulative folders for each student; creates permanent record cards and cumulative folders on all new/incoming students; enters and updates computer data, including data pertaining to new students, transfers, withdrawals, graduations, school schedules, and other data.
• Processes registration of new students; provides students with all necessary enrollment forms; enters enrollment data in computer; schedules appointments with counselors; requests previous records for new/transferring students from previous schools; sends records for transferred students to new schools.
• Processes withdrawals of students; initiates withdrawal forms; de-activates withdrawn students in computer; explains withdrawal procedures to parents and students.
• Receives documentation and/or computer records of student grades, test scores, health records, and personal information; posts school grades, test results, summer school grades, and grade changes on permanent record cards and cumulative folder labels; reviews and files health and immunization records; posts student activities on records; calculates grade point averages (GPA) for juniors and seniors; calculates credits; ranks juniors and seniors for scholarship and award eligibility.
• Processes a variety of documentation associated with department operations within designated timeframes and per established procedures.
• Performs customer service functions; answers telephone calls and greets visitors; provides assistance and information related to student records, documentation, department procedures, fees, forms, or other issues; responds to routine questions/complaints and initiates problem resolution.
• Interacts with all stakeholders in a professional and respectful manner.
• Receives monies in payment for transcripts, documentation, or other fees/services; records transactions, issues receipts, prepares bank deposits, and forwards revenues as appropriate.
• Processes records of graduated seniors; records date of graduation of seniors on permanent cards; enters graduate status into computer; purges cumulative folders, marks folders with graduated status, and forwards to Central Offices; compiles roster of graduating seniors to be sent with folders.
• Processes records of students below graduation status; enters current status of student retentions or promotions to next grade; compiles registration data and retention lists for cumulative records; transfers cumulative records and permanent cards to next grade level.
• Processes all transcript requests for current and former students; produces official transcripts and copies of transcripts and forwards as appropriate; sends final transcripts and other pertinent information to colleges on seniors; evaluates transcripts for new students for credits to create their permanent record card and cumulative records.
• Prints and distributes report cards; prepares progress reports for teachers; creates and prints computer-generated name labels, mailing labels, or grade labels.
• Distributes and collects information for private school applications submitted by parents, including test scores, teacher records, grades, and health records.
• Completes and processes driving permit forms; verifies grade point average for driving discounts.
• Collects and reviews lunch applications and fee waiver forms; forwards to appropriate personnel.
• Completes Social Security forms and other forms for students.
• Organizes, processes, and coordinates printing of Course Description Guide for pre-registration.
• Assists students and counselors with preparation of college applications and scholarship forms.
• Makes copies of academic records, progress reports, report cards, or health records as requested and distributes to authorized individuals/agencies in accordance with policies.
• Conducts research of student records as requested; checks grades as requested by teachers or other individuals.
• Submits required reports to State offices or other agencies/individuals as appropriate; completes all reports for Central Office and State of Tennessee for graduates and non-graduates; notifies State of any student failing to meet attendance or grade requirements.
• Types, prepares, or completes various forms, reports, correspondence, logs, checklists, lists, registration forms, enrollment forms, withdrawal forms, permanent record cards, cumulative records, student records, grade change forms, transcripts, end-of-year reports, class rosters, class count reports, course description guides, lunch applications forms, fee waiver forms, or other documents.
• Monitors inventory of department supplies and forms; ensures availability of adequate materials to conduct work activities; initiates requests/orders for new/replacement supplies.
• Communicates through the proper channels to keep supervisor and other appropriate personnel informed of impending problems or events of unusual nature.
• Follows established procedures for ensuring assigned areas are safe.
• Works collaboratively with school staff, students, parents, and other stakeholders.
• Attends work and arrives to work on time.
• Maintains confidentiality.
• Adheres to the Teacher Code of Ethics as defined by Tennessee Law.
• Uses computers and other technology to enter and access information related to essential job functions.
• Performs general/clerical tasks, which may include answering telephone calls, typing documents, making copies, sending/receiving faxes, filing documentation, or processing incoming/outgoing mail.
• May operate a motor vehicle to conduct various work activities.
• Performs other duties as assigned.

Requirements

• High school diploma or GED; supplemented by five (5) months previous experience and/or training involving academic registration, records maintenance, general office work (preferably in a school environment), customer service, and personal computer operations; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.

Skills

• Demonstrates excellent verbal and written communication skills to deal effectively with Central Office staff, schools, and persons outside the school district such as vendors.
• Demonstrates the ability to organize and prioritize job tasks.

Pay

Salary is based on a combination of relevant education and experience. Grade C Salary Scale.