Willowbrook High School

Registrar

Available: Immediately

Level IV, Step 1

Title: REGISTRAR

Reports To: Assistant Principal

Duration: 12 Months

Salary: Level IV, Step 1

Purpose Statement

The job of Registrar is done for the purpose/s of registering of 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.

Essential Functions

• Assists in enrolling new students throughout the school year for the purpose of processing records and information in a timely manner.
• Evaluates all foreign and domestic transcripts for new enrollees for the purpose of awarding transfer credits for applicable courses and entering data into the computer database.
• Maintains a variety of manual and electronic documents, files, and records (e.g. monthly school enrollment, previous report cards, teacher grade books, student placement records, special education placement reports, statistic information, etc.) for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements.
• Prepares standardized documents and reports (e.g. transcripts for mailing, graduate survey, spreadsheets with student information, letters, reports, etc.) for the purpose of communicating information to other parties and/or agencies.
• Processes a variety of data, documents and materials (e.g. course credits of new enrollees, transcripts, job verification, letters stating tentative date for graduation, form for social security, immigration, probation, etc.) for the purpose of providing required information in response to requests from students, other districts, colleges/universities, military and/or employment agencies.
• Processes all withdrawing students for the purpose of complying with established requirements by collecting and forwarding all relevant records to assure efficient transition into their new placement.
• Responds to questions from a variety of internal and external sources (e.g. staff, other educational institutions, the public, parents and/or students, etc.) for the purpose of providing information and/or direction.
• Reviews report cards for the purpose of verifying graduation status and ensuring the accuracy of information.
• Verifies student related data (e.g. senior transcripts, senior debt list, names of current seniors for diplomas, grades, graduation dates, etc.) for the purpose of ensuring the accuracy of the student records.

Other Functions

• Attends department, in-service meetings, workshops and/or seminars as requested for the purpose of conveying and/or gathering information required to perform job functions.
• Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.

Job Requirements: Minimum Qualifications 

The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Skills, Knowledge and Abilities

SKILLS are 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, using pertinent software applications including; word processing, spreadsheets and databases; maintaining accurate records.

KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and solve practical problems. Specific Knowledge based competencies required to satisfactorily perform the functions of the job include: codes, regulations & laws related to student enrollment, graduation and transfer; business telephone etiquette; and Microsoft Office software applications including Word, Excel. PowerPoint, Publisher and Access.

ABILITY is required to schedule activities and/or meetings; gather, collate, and/or classify data; and use basic, job related equipment. Flexibility is required to work with others in a variety of circumstances; analyze data utilizing defined but different processes; and operate equipment using defined methods. Ability is also required to work with a wide diversity of individuals; work with data of widely varied types and/or purposes; and utilize job-related equipment. Problem solving is required to identify issues and create action plans. Problem solving with data frequently 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; and working with frequent interruptions; setting priorities and working under minimal supervision; working within time constraints; attention to detail.

Responsibility

Responsibilities include: working under limited supervision following standardized practices and/or methods; leading, guiding, and/or coordinating others; Utilization of some resources from other work units may be required to perform the job's functions. There is a continual opportunity to have some impact on the organization’s services.

Working Environment

The usual and customary methods of performing the jobs functions require the following physical demands: some lifting, carrying, pushing, and/or pulling some stooping, kneeling, crouching, and/or crawling and significant fine finger dexterity. Generally the job requires 80% sitting, 10% walking, and 10% standing. The job is performed in a generally hazard free environment.

Experience Job related experience is required.

Education High school diploma or equivalent.

FLSA Status Non Exempt