Registrar - High School

CLASS TITLE: REGISTRAR

JOB CLASS CODE: 7885

REPORTS TO: School Guidance Counselor and School Principal

EXEMPT STATUS: Non-Exempt

Approved : November 16, 2020

BASIC FUNCTION:

Maintain complete and accurate student accounting records for students in an assigned school. Perform routine typing and general clerical activities in support of school functions, including instructional programs, personnel and mail services.

REPRESENTATIVE DUTIES:

• Maintain student files related to grades, records and test results; maintain confidential files and records.
• Maintain student demographic information in computer.
• Assist school nurse in obtaining and verifying student health records such as immunizations; notify parents if additional information is needed.
• Assign students to proper grade level, counselor and homeroom; submit proper forms and information to the Central Office.
• Withdraw students according to established procedures; complete required forms and submit to the Central Office and new school as requested.
• Process and transmit requests for undergraduate, senior and alumni transcripts and mid-year reports.
• Complete and transmit monthly reports to Central Office as assigned.
• Prepare the senior graduation list with class rank and averages; order and proofread diplomas.
• Perform clerical duties such as typing as requested; assist with special projects as needed.
• Process requests for driver verification forms.
• Assist with verifying student grades, averaging grade points and verifying eligibility for designated extracurricular clubs or activities; update student permanent records as needed.

• Operate office equipment.
• Maintains regular attendance. It is an essential job function that all employees report to work.
• Perform other duties as assigned.

KNOWLEDGE AND ABILITIES:

KNOWLEDGE OF:

• Accurate record-keeping methods and practices.
• Basic knowledge of data processing and computer output readings.
• Modern office practices, procedures and equipment including filing, statistical record keeping and typing.
• Correct English usage, grammar, spelling, punctuation and vocabulary.
• Reading and writing communication skills.
• Applicable sections of State Education Code and other applicable laws.
• District organization, operations, policies and objectives
• State regulations regarding competency tests, health records and confidentiality
• Operation of a computer and other office equipment.
• Interpersonal skills using tact, patience and courtesy.
• Telephone techniques and etiquette

ABILITY TO:

• Perform complex clerical tasks involving independent judgment and requiring accuracy.
• Establish and maintain official permanent records of students.
• Read, interpret, apply and explain rules, regulations, policies and procedures.
• Post, check and maintain file and statistical records accurately.
• Establish and maintain cooperative and effective working relationships with students, staff and the public.
• Add, subtract, multiply and divide quickly and accurately.
• Operate office equipment.
• Type at an acceptable rate of speed.
• Work independently with little direction.
• Meet schedules and time lines.
• Work confidentially with discretion.
• Perform clerical duties such as filing, duplications and typing/maintaining routine records
• Understand and follow oral and written directions.
• Communicate effectively both orally and in writing
• Prepare data processing input documents accurately.
• Meet schedules and time lines/deadlines.
• Work cooperatively with others.
• Work independently with little direction

PHYSICAL DEMANDS

• Work is performed with standing, sitting and/or walking
• Requires the ability to communicate effectively using speech, vision and hearing
• Requires the use of hands for simple grasping and fine manipulations
• Requires bending, squatting, crawling, climbing, reaching
• Requires the ability to lift, carry, push, or pull light weights up to 20 pounds

Reasonable accommodations may be made to enable a person with a disability to perform the essential functions of the job.

EDUCATION AND EXPERIENCE:

Any combination equivalent to: high school diploma, G.E.D. Certificate or demonstrated progress toward obtaining a G.E.D. as required by Kentucky law and three years of responsible clerical experience including one year experience working with student records.