Secondary school registrar job description

SUMMARY DESCRIPTION:

Under general supervision, performs varied and responsible work in the registration and transfer of students, and in the preparation and maintenance of student records and transcripts for a senior high school. Work of the class consists of applying specialized procedures to maintain and operate registration processes at the senior high schools. Workers maintain contacts with colleges, universities, national testing services and employers. Considerable judgment is exercised in the release of confidential information, retention of information in the student official record, and researching and interpreting information to be entered into the record. Volume and nature of work follows the school cycle from enrollment to graduation, and employees exercise considerable independence in scheduling work to achieve maximum efficiency. Employees are required to exercise extreme tact in working with confidential information.

CERTIFICATE LICENSE:

None

KNOWLEDGE, SKILLS, and ABILITIES:

Considerable knowledge of modern office practices and procedures with specific reference to records management, school curriculum, and course credit system; considerable knowledge of business English, vocabulary, spelling, and arithmetic. Ability to verify incoming records, maintain a complete record system and assemble and organize data and prepare reports from such records; ability to work independently and to exercise tact and sound judgment in working with confidential information; ability to make student referrals to appropriate school personnel, make decisions in accordance with established policies and procedures, and maintain clerical records and prepare reports. Ability to work effectively with students, administrators and instructional staff, and other school employees, and the central office staff. Ability to supervise clerical personnel. Skill in the proficient operation of a typewriter and use of computer terminal to operate a data system; skill in operating word-processing equipment. Good human relations skills. Knowledge of and the ability to meet the seven core competencies of the Supporting Services Professional Growth System (SSPGS).

EDUCATION, TRAINING, and EXPERIENCE:

Associates degree required. Coursework in guidance or counseling. Bachelors degree preferred. Two plus years experience working with students in a school system including some experience or familiarity with Montgomery County Public Schools. Working knowledge of MS Office Suite of products, database software such as FileMaker Pro. Other combinations of applicable education, training, and experience which provide the knowledge, abilities, and skills necessary to perform effectively in the position may be considered.

Secretarial/Clerical/Registrar


Date Posted:

9/16/2022


Location:

T. F. North High School
(High-Needs School)


Date Available:

Pending board approval


Closing Date:

Open until filled

Job/FLSA Status:
Full-Time, Non-Exempt

Reports to:
Assistant Principal for Pupil Personnel Services


Position summary:
Oversees the enrollment process for new students; maintains student records.


Position responsibilities:
Greets and assists employees, students, and parents in person and on the telephone with professionalism and courtesy Accurately logs and maintains enrolled students' academic records, including grades, attendance, transfer and immunization records in accord with federal, Illinois, and local records policies Assists parents and guardians with the enrollment process for new students Assists parents and guardians with student withdrawals/transfers Gathers all required information from incoming students' previous educational institutions Evaluates students' academic transcripts Verifies student residency Maintains current directory information on students' permanent records Posts standardized test scores to student records Coordinates with guidance counselors and PPS staff to assign students' class schedules Responds to student transcript requests and keeps accurate records of such requests Provides student records to parents/guardians upon request Compiles data for enrollment report and end-of-year reports Answers communications from staff, applicants, and parents (e-mails, phone calls, letters) Maintains confidentiality of student records Assists PPS department staff with clerical duties Other related duties as assigned


Essential skills and experience:
High School diploma or equivalent Proficiency in Microsoft Office applications Knowledge of basic office procedures and operation of office machines/equipment Strong communication and interpersonal skills


Valued but not required skills and experience:
Experience working in a high school setting Two years of secretarial or clerical experience Completion of college coursework Bilingual (English-Spanish) preferred


Reporting to this position:
N/A


Physical demands and work environment:
The physical demands and work environment characteristics 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.
Physical demands: While performing duties of job, employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; talk and hear. Employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Work environment: The noise level in the work environment is usually minimal.


Terms of Employment:
12-month work year Starting wage is $18.50-$20.35/hour based on education and verified experience IMRF pension Paid 30-minute lunch and two paid 15-minute breaks Sick, personal and vacation days Generous fringe benefits as provided by the current negotiated Agreement Annual performance evaluation


Application Procedure:
Apply online.

Secretary/Clerical (School Sites)/Registrar - HS


Date Posted:

9/27/2022


Location:

Belle Isle (5&6) Middle School

Reports To: Building Administrator
FSLA Status: Non-Exempt
Compensation: 131 (Salary determined by experience)
Work Days: 201-Middle School; 242 High School
FTE: 7.5 hours per day



Registrar



Position Summary:


Performs clerical duties related to enrollment information and permanent records of students.


Essential Duties:


Type and maintain permanent record cards for all students including semester grades, test scores, class rank, g.p.a., etc. Send and receive student transcripts, fill out reference forms for students seeking jobs, and respond to requests for information. Maintain records of student withdrawals and check permanent record cards for outstanding financial obligations. Prepare list of senior students, receive and verify diploma name cards and order diplomas for graduating seniors, and assist in the ordering of caps and gowns. Receive, check and file all teachers' grade books at the end of each semester, compute grade point averages, and prepare a list of class rankings. Compile compute, and tabulate enrollment and students data for reports, maintain such accounts, records or filing systems as necessary. Recommends revisions to the Human Resource Administrator required for efficient operation of the Human Resource Department. Perform other duties as assigned.


Job Specifications:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required.


Minimum Qualifications (Knowledge, Skills and/or Abilities Required):


High School Diploma or GED required. Pass the Workkeys Assessment (Passing score is 4 or better on all three parts). Considerable knowledge of acceptable record keeping procedures. Ability to exercise initiative and sound judgment, particularly in the handling of student records. Ability to communicate effectively and work well with others. Ability to type and use computer, adding machines, calculators, and other office equipment. Use of independent judgment and generally work is performed in accordance with established procedures or guidelines.


Working Conditions and Physical Requirements:


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

Able to sit and stand for extended periods of time Exhibit manual dexterity to enter data into a computer Able to see and read a computer screen and printed material with or without vision aids Hear and understand speech at normal levels, outdoors and on the telephone Speak in audible tones so that others may understand clearly Physical agility to lift up to 25 pounds, to bend, stoop, climb stairs, walk and reach Duties are normally performed in an office environment. The noise level in the work environment is usually moderate.