Position: Registrar 

Performs specialized and responsible clerical and technical tasks related to the maintenance of student records and files, assigned duties as required in the activities of the Counseling Department, and maintaining the student information system (PowerSchool). 

Supervisor: Principal 

Education: High School diploma or general education equivalent (GED). 

Duties include:

• Compiling a variety of reports and recommendations (e.g. graduation rate report, year end reports, honor roll list, principal’s list, & failing grade reports), for the purpose of providing accurate information to requesting parties. 
• Maintaining, monitoring and managing an accurate student database according to federal and state laws, division policies and procedures. Add and withdraw students, update personal demographic information and have familiarity with student schedules. Provide data for various reports that may include grade reporting, Student Record Collection, Master Schedule Collection, end-of-year graduation statistics, diploma seals, and eligibility for honors or awards
• Monitoring student transcripts for accuracy and authenticity, while informing Administrators and Counselors of possible student credit deficiencies or unusual placements (e.g. failing list of students by grade level to counselors, calculates grade point averages on graduating students, credit calculation for incoming seniors and incoming juniors) for the purpose of ensuring student success. 
• Facilitating the student enrollment process by scheduling appointments with incoming students and families, obtaining required paperwork, such as requesting records from previous schools; birth certificate, immunization records, standardized test results and grade reports. Determining residency requirements and informing families of building/division policies. Transcribe graduation credits of transferring students in consultation with Counseling Director. Create enrollment packets for new students. Copy and mail student records as requested, purge files to prepare for district storage. Maintains a variety of files, documents and student records (e.g. grades, SOL scores, SAT/ACT scores, transcripts, discipline, Special Education etc.) for the purpose of documenting and/or providing reliable information relative to student records. 
• Performing withdrawal activities and all subsequent data delivery to ensure smooth transition of unenrolling students
• Preparing and maintaining permanent student records and cumulative folders for all students (e.g. requests records on new students, data entry of all student records) for the purpose of ensuring compliance with legal, state or federal requirements.  
• Preparing written materials (e.g. reports, memos, letters, transcript requests for college admission, etc.) for the purpose of documenting activities, providing written reference and/or conveying information. 
• Processing requests from students, other divisions, colleges/universities and/or employment agencies (e.g. transcripts, job verification, student course requests, attendance/graduation verification, etc.) for the purpose of providing required information.  
• Responding to inquiries of staff, other educational institutions, the public, parents and/or students (e.g. mail out transcripts, processing student enrollments or withdrawals as needed) for the purpose of providing information and/or direction.  
• Confirming graduation status of exiting seniors, as well as verifying diploma seals, types, and non-graduates. Design and creation of the graduation program, as verified through diploma seals and types.
• Other duties as assigned by the Superintendent

REQUIREMENTS:

• Attends trainings and meetings as assigned
• Hold certification as a Notary Public or willingness to acquire said title

PROFESSIONAL ABILITIES:

• Advanced organizational skills. 
• Advanced ability to maintain confidentiality in all aspects of the job. 
• Advanced ability to manage multiple priorities & multiple tasks with frequent interruption
• Advanced customer service and public relations skills.
• Advanced interpersonal relations skills. 
• Intermediate ability to promote and follow Board of Education policies, building and department procedures.
• Intermediate personal computer, keyboarding, Google doc skills.
• Intermediate critical thinking and problem solving skills
• Basic math and accounting skills. 

TECHNICAL SKILLS:

• Operating knowledge of and experience with Microsoft Word, Excel, PowerPoint, Access, Publisher, Google Docs & Gmail.
• Operating knowledge of and experience with typical office equipment, such as telephones, copier, fax machine, email, etc. 
• Operating knowledge of Division student database (PowerSchool) is preferred.