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Registrar/Secretary

  • Classified

Salary range: 27

OVERVIEW

Under general supervision, maintain cumulative records of students; accomplish data transmittal to universities and colleges; perform other required work, as assigned, in support of High School function.

QUALIFICATION

Any combination of formal and informal training and experience and education which demonstrates an ability to perform the duties of the position.

A typical qualifying entrance background is any combination equivalent to High School Diploma and three years of progressively responsible clerical experience, preferably including at least one year in a school district.

RESPONSIBILITIES/DUTIES
  • Perform various complex clerical and statistical record-keeping duties relating to the enrollment, transfer, or withdrawal of high school students according to established policies and procedures; enter information and data into computer
  • Request and record transcript of grades from other schools for new students transferring into the school
  • May assist the administration with the evaluation of transcripts received from other schools to conform with District system
  • Prepare and maintain permanent records and cumulative folders, transcript files, and demographic information on enrolled and incoming students
  • Process and forward transcripts and records to colleges and other institutions from students' permanent records according to established guidelines and procedures
  • Answer by telephone or letter inquiries from other schools or employers regarding attendance or other information contained in the student record file
  • Assist students with the college application process
  • Assist with attendance and the work flow in the Guidance Department
  • Learn and interpret specific rules, laws, and policies and apply them with good judgment
  • Perform complex clerical tasks involving independent judgment and requiring speed and accuracy
  • Organize, compile, and evaluate data pertaining to student course work and grades
  • Establish and maintain official permanent records of students
  • Plan and organize work
  • Deal effectively with a wide variety of personalities and situations requiring diplomacy, friendliness, poise, and firmness
  • Operate office equipment, including computer terminal and related equipment; meet schedules and timelines;
  • Communicate orally and in writing
  • Understand and carry out oral and written directions independently
  • Work confidentially with discretion
  • Perform related duties as assigned
  • Establish and maintain effective relationships with those contacted in the course of work.
KNOWLEDGE, SKILLS & ABILITIES
  • A thorough knowledge of School District policy, rules, and regulations;
  • Transcript evaluation and student enrollment procedures and requirements;
  • State regulations regarding permanent student records maintenance and confidentiality;
  • State and District requirements for graduation;
  • College application process;
  • Procedures used to maintain a variety of school records;
  • Computer related equipment;
  • Office methods and equipment, including filing systems, receptionist, and telephone techniques;
  • Letter and report writing, English usage, spelling, grammar, and punctuation;
  • Interpersonal skills using tact, patience, and courtesy.
PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to stand; walk; use hands to finger, handle, or feel objects, tools, or controls; and talk or hear. The employee frequently is required to reach with hands and arms. The employee is frequently required to sit and occasionally required stoop, kneel, crouch, or crawl.

The employee must occasionally lift and/or move up to 25 pounds or more. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work is performed in a standard office environment; the employee is occasionally exposed to risk of electrical shock.

The noise level in the work environment is usually moderate.

Work Year: 10 months

Revision Date: 10/18/2011

Initial date: 03/01/1974

Equal Opportunity Employer in compliance with the Americans with Disabilities Act and all other applicable federal, state, and local laws.