Overall Purpose
The job of Registrar is done for the purpose/s of registering students and maintaining computerized student records and files; providing student information to authorized parties in compliance with established policies; and providing general clerical support, information, and/or direction as assigned. This job is distinguished from similar jobs by the following characteristics: maintenance of accurate enrollment date, computer-based academic records; distribution of progress reports and report cards; registration of new (in-state/out of state), and returning students; preparation of withdrawal forms, student schedules.

Direct Supervisor
Building Principal

Essential Functions
• Assists in developing a master class schedule and assists with the general operation of the administrative offices (keys master schedule, including course numbers, instructor name, period taught, room number and classroom; cross-training, etc.) for the purpose of ensuring student course and class size requirements are accurate.
• Attends department, committee, in-service meetings, workshops, and/or seminars as assigned (attendance committee, staff meetings, etc.) for the purpose of conveying and/or gathering information required to perform job functions.
• Evaluates transcripts of incoming students for the purpose of transferring grades and semester credit hours into the student information system.
• Informs appropriate personnel of possible student course deficiencies for the purpose of assisting in addressing student course requirements.
• Maintains a variety of manual and electronic documents, files, and records (grades, transcripts, student information, etc.) for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements.
• Performs enrollment and withdrawal activities (creation of new student folders, etc.) for the purpose of complying with established requirements.
• Prepares standardized documents and reports (report cards, class schedules, form letters and memos, calendars, bulletins, periodic reports, etc.) for the purpose of communicating information to other parties and/or agencies.
• Processes a variety of documents and materials (transcripts, job verification, etc.) for the purpose of providing the required information in response to requests from students, other districts, colleges/universities, and/or employment agencies.
• Responds to inquiries from a variety of internal and external sources (staff, other educational institutions, the public, parents, and/or students, etc.) for the purpose of providing information and/or direction.
• Verifies student-related data (grades, information, transcripts, etc.) for the purpose of ensuring the accuracy of the student records.
• Researches discrepancies in student records for the purpose of verifying graduation status and ensuring the accuracy of information.

Addition:
Provides information to the public, teachers, and other employees regarding
policies, regulations, school activities, and rules; Plans, organizes, and implements the registration process with the administration;
and sets priorities on work and works independently with minimal supervision; Responsible for the enrollment and withdrawal of students; Maintains accurate files and records related to registration and student records; Responsible for accurate student enrollment accounting for apportionment funding (FTE); Evaluates and transcribes out-of-district course history records to verify the alignment of courses with District curriculum and posts to the current student data reporting system; Follows District Grade Reporting Calendar timeline to implement the registrar operational tasks, progress reporting process, grade reporting process, and
transcript process; Maintains student data reporting system database to compile, retrieve, and
generate accountability records and reports including, but not limited to, class
schedules, cumulative records, transfers, registration, grading, course history,
attendance, health records, and student accounting data, drop-out,
promotion/retention, and academic probation; Certifies and issues official school transcripts, as requested; Determines work priorities and exercises judgment with respect to urgency,
confidential status, and relative importance; Generates specialized reports using advanced queries; ability to work cooperatively with staff, students, and community members; performs other tasks related to the position, as assigned.

Distinguishing Characteristics
Involves responsibility for complex registrar activities, requiring initiative, research, and
analysis of student records; knowledge of and ability to access, use, edit, and maintain records and technology-based (i.e., Human Capital Management (HCM) system) student data
reporting systems; Knowledge of word processing, database, spreadsheet, desktop publishing, and data communication software; ability to maintain the confidentiality of data and knowledge of Family Educational Rights and Privacy Act (FERPA) requirements; ability to maintain a high and professional level of confidentiality due to the nature of the information that the Registrar has access to; ability to conduct audits to verify accuracy of enrollment; ability to review, evaluate, and interpret transcripts and related documents; ability to research, analyze, and perform mathematical computations; ability to compile, create/compose original reports, correspondence, and records; ability to interpret, explain, and apply written and oral instructions, policies, regulations, and procedures; ability to use computers and software applications related to assigned tasks; ability to develop, learn, and apply office procedures; ability to plan and organize work and work independently with minimal
supervision; ability to meet predetermined deadlines and shift suddenly to new tasks as
priorities change; ability to do editorial checking for spelling, punctuation, and grammar; ability to cooperate and deal tactfully, professionally with administration, staff,
and the public; ability to recognize and report hazards and apply safe work methods; ability to coordinate multiple projects and meet predetermined deadlines; ability to work flexible hours or shifts.

Marginal Functions
• Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.

Competencies
• Skills-based Competencies
Required to perform multiple tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skill-based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment including software and preparing; maintaining accurate records; analyzing data; applying job-related codes, regulations, and laws; operating standard office equipment and office technology; promoting activities and/or events; screening telephone calls; using general office software applications.
• Knowledge-based Competencies
Required to perform basic math, including calculations using fractions, percentages, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and analyze situations to define issues and draw conclusions. Specific knowledge-based competencies required to satisfactorily perform the functions of the job include codes, regulations, and laws related to student enrollment, graduation, and transfer; business telephone etiquette; bookkeeping practices; concepts of grammar, spelling, and punctuation; job-related codes/laws/rules/regulations/policies; keyboarding; office equipment and technology; and recordkeeping and record retention practices.

• Ability-based Competencies
Required to schedule activities, meetings, and/or events; gather and/or collate data; and use basic, job-related equipment. Flexibility is required to work with others in a wide variety of circumstances; work with data utilizing defined but different processes, and operate equipment using standardized methods. Ability is also required to work with a diversity of individuals and/or groups; work with similar types of data, and utilize job-related equipment. Problem-solving is required to identify issues and create action plans. Problem-solving with data requires independent interpretation of guidelines, and problem-solving with equipment is limited. Specific ability based competencies required to satisfactorily perform the functions of the job include: adapting to changing priorities; communicating with diverse groups of individuals; maintaining confidentiality; working as part of a team; working with detailed information; working with frequent interruptions; setting priorities and working under minimal supervision; working within time constraints; and ability to read, write, and communicate clearly.

Requirements
High school diploma or GED equivalent Experience in administrative and secretarial work preferred

Physical Requirements
The usual and customary methods of performing the job's functions require the following physical demands: occasional lifting, carrying, pushing, and/or pulling, frequent stooping, kneeling, crouching, and/or crawling, and significant fine finger dexterity.
Generally, the job requires 70% sitting, 15% walking, and 15% standing.

Continuing Education/Training
N/A

Clearances
Criminal Justice Fingerprint
Background Clearance

Fair Labor Standards Act
Non-Exempt