Registrar - Junior High School

Salary: $24.80 - $28.84 Hourly
Location : District-Wide, CA
Job Type: Full-time Regular
Job Number: 24-REGJHS-001
Department: Secretarial/Clerical
Opening Date: 01/22/2024
Closing Date: 2/12/2024 4:00 PM Pacific
Summary
Salary: Range 220
Refer to salary schedule
Under the direction of the principal or assigned administrator, performs clerical and statistical record keeping duties related to the enrollment, graduation or withdrawal of High School students including those in special programs, according to established policies and procedures. Responsible for summer school data processing under the supervision of the Summer School Principal. Receives, establishes, and assists in evaluating records. Enters data to update electronic and manual student files.
Registrar - Junior High School is an intermediate level technical/clerical position in a career path for student records management and requires the ability to integrate attendance, health, assessment, academic progress, testing and matriculation information into student records, and provides support to activities such as graduation.
Advancement potential among the technical career pathway is based
on need and compliance with the minimum qualifications and competencies required of the classification
Essential Duties and Responsibilities
Essential Duties and Responsibilities
Statements intended to reflect general scope and level of work, and are not an exhaustive list of responsibilities required of the classification.

• Enrolls new students. Verifies that parents have all required documents. Works with counselors to establish initial communications with parents and students. Establishes and maintains student demographic records.
• Assists parents with the completion of registration materials. Provides brief orientation to new parents and students on registration and school policies and procedures.
• Provides orientation packets to incoming students and forwards to feeder schools (e.g., elementary schools).
• May verify enrollment and attendance records for various authorized state and/or federal government agencies, programs, public or private entities.
• Prepares and maintains students' permanent records to ensure accuracy and completeness. Receives new data and/or revisions, enters data and routes updated information to appropriate staff or departments.
• Requests transcript of grades and cumulative files from other schools for new students transferring into the District from schools both foreign and domestic. Verifies authenticity of requests and responds to inquiries from other schools or authorized agencies regarding student grades, attendance and other information contained in student files.
• Evaluates transcripts received from other schools (foreign and domestic). Converts grade and hour credits to corresponding units used within the District. Transcribes student information for district student databases. May need to interpret information written in a foreign language.
• Processes Intra-District Transfers (IDT) and open enrollment.
• Enables system to allow teachers to enter grades for each term and imports grades from various formats to the student information systems. Conducts audits for missing or incomplete grade reporting using queries or ad hoc reports and works with teachers to ensure accuracy.
• Posts grades to transcripts and follows-up with teachers to ensure grading deadline is met.
• Maintains and updates master course lists. Assists administrators in preparing and entering master course schedules. Enters course schedule information to student databases, ensures that numbers, titles and descriptions appear in student files according to coding scheme.
• Assigns and reclassifies (e.g., from special education to general education, English Language Learner, or home study, etc.) students according to established procedures.
• Prepares a variety of eligibility lists (e.g., sports, lunch program, etc.) of students from grades listed in student permanent record files through ad hoc and pre-formatted reports.
• Maintains student records on assessments (e.g., CELDT, ERICC, statewide exams, SAT, etc.). Creates reports to include the names of students and their scores.
• Compiles accurate promotion lists. Maintains transcripts, correspondence and student permanent record files. Provides the District with non-promotional list.
• Manages and submits student information for special awards and certificates such as, but not limited to ELA, NHS and CJSF.
• Reviews individual immunization records for new students, and ensures compliance with State and County mandates.
• Reviews students' records with counselors to assure students' compliance with minimum credit requirements.
• Prepares special reports, including those that are mandated (e.g., NAEP), requiring accessing and extracting data from student information systems, and eventual submittal to state and other agencies.
• Assists students with the private school application process. Collects necessary information including letters of recommendations and transcripts.
• Prepares forms and other materials and distributes in a timely manner.
• Implements opening and closing of the school year. (e.g., moves students, enters end dates, enrolled/withdraw to proper school, completes Intra-district transfers, marks non-grades, etc.) Compiles records for delivery to the appropriate schools.
• Performs signatory duties for school transcripts, attendance verification and social security using school seal.
• Manages summer school enrollment process including processing, tracking and communicating with appropriate parties. Processes special education summer school applications.
• Provides orientation and work direction to other support staff. For example, may train or assist others (e.g., teachers, instructional assistants, etc.) on the procedures to extract information from the system.
• Enrolls new students from elementary schools and other schools (e.g., private schools). Creates enrollment packets, estimates count, delivers to schools and retrieves.
• Verifies addresses through various applications and mapping systems as instructed.
• Prepares incoming student projections based on enrollment forms received, follows up with those that are missing or incomplete.
• Assists with various software/technical issues, including but not limited to Infinite Campus password problems, student accounts, Novell and Google Mail accounts, and provides access to staff and teachers.
• Withdraws students according to District protocol. Ensures accuracy of information.
• May perform attendance compilations, reception and other administrative support consistent with the needs of the school site.
• May provide oral and/or written translation for non-English speaking individuals.
• Performs other duties as assigned that support the overall objective of the position.

Knowledge and Skills

• In-depth knowledge of registration and student file requirements, policies and procedures, including origination and compilation of cumulative student records, the course/activity schedules of the school and matriculation requirements.
• Extensive knowledge of student information system.
• Working knowledge of applicable District policies and procedures and State Education Codes, and California Longitudinal Pupil Achievement Data System (Calpads).
• Advanced knowledge of and skill at using office productivity software and special applications.
• Record keeping, data entry, file management, general office and clerical skills.
• Skill at organizing and developing controls and procedures for the security and privacy of large volumes of student data.
• Sufficient interpersonal skills to convey a positive image of the school, school performance, programs, policies and procedures to new students and parents.
• Sufficient writing skills to prepare routine, yet professional correspondence and reports.
• Work permit process.

Abilities

• Maintain complex records and reports consistent and compliant with defined requirements.
• Enter data to computer-aided student records.
• Translate subjects and credits from other schools and adapt them to the District's grading system and school calendar.
• Interpret, apply, and communicate District policies and procedures and State Education Codes covering registration, records, matriculation, and graduation.
• Interact with a diverse range of formal and informal contacts with courtesy and patience.
• Maintain the privacy of student records and information.
• Provide outstanding customer service to internal and external customers.
• Skill in maintaining a high attention to detail to ensure accuracy and completeness.
• Ability to demonstrate high dependability to complete assignments according to schedule.
• Skill in demonstrating adaptability and flexibility.
• Ability to deal with a variety of contacts in a tactful and diplomatic matter.
• Skill in conveying information in a clear, concise and accurate manner.
• Analyze difficult situations and develop a plan of action.
• Ability to function under pressure and to multi-task.

Physical Abilities

• Function indoors in an office environment engaged in work of primarily a sedentary nature.
• Ambulatory ability to sit for extended periods of time, to use microcomputers and peripheral equipment, accomplish other desktop work, and to move to various campus locations.
• Near vision to read printed materials.
• Auditory ability to carry on conversations in person and over the phone.
• Retrieve work materials from overhead, waist, and ground level files.
• Manual and finger dexterity to write, keyboard at 40 w.p.m., operate microcomputer, and to operate other standardized office equipment, requiring repetitive motions.

Minimum Qualifications
Education and Experience
High school diploma or equivalent, supplemental coursework in general business or equivalent and three years of experience providing administrative and clerical support in records, attendance and data entry of student information.
Optional Second Language
Some positions in this classification require the ability to speak, read, and write a second language in addition to English, any may require bilingual proficiency for which selective certification may apply (Education Code 45277).
Licenses and Certificates
May require a valid California driver's license.
Working Conditions
Work is performed indoors where minimal safety considerations exist.
01
Do you have a High School diploma or equivalent?

• Yes
• No

02
Have you completed coursework in general business or equivalent?

• Yes
• No

03
Do you have a minimum of three years of progressive experience providing administrative support in records, attendance, and data entry of student information? (Please describe in the work experience section of application)

• Yes
• No

04
Are you able to perform all of the job duties outlined in the job description?

• Yes
• No

05
I verify that all of the answers I have provided are truthful and an accurate representation of my education and experience. I understand that at any time during the selection process, I may be required to provide proof of my education, experience, and any relevant certifications. Failure to provide documentation or failure to answer these questions honestly will result in the disqualification of my application. I have read and understand this statement.

• Yes
• No

Required Question