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School Administrative Assistant Counseling Office

3 months ago

Culpeper, United States Culpeper County School District Full time

**JOB SUMMARY**

The registrar works directly for the school counselors and the school administration in the registration/matriculation of students in their academic programs, updating student academic profiles, and generating periodic reports; the registrar is the site coordinator for the “virtual high school”; the registrar is responsible for overseeing and maintain the student records archives; and the registrar coordinates the local scholarship program.

**ESSENTIAL JOB FUNCTIONS**:
The minimum performance expectations include, but are not limited to, the following functions/tasks:

- Supports all counselors and administrators;
- Recommends and participates in the development of registration procedures;
- Maintains and updates academic information on students;
- Develops and publishes reports as requested by administration and counselors;
- Represents the counseling department as the liaison between students who are incoming or outgoing from EVHS;
- Collaborates with other counseling staff on internal needs for reports;
- Registers all new enrolling students in both traditional and virtual classes;
- Acquires any information needed for students to enroll properly;
- Responsible for the creation of student cum folders with correct and complete information as they enroll;
- Responsible for the organization of the local scholarship program;
- Responsible for all forms needed for enrollment being complete and correct;
- Responsible for the collection, tracking and organization of student make up work (in the event of extended illnesses and/ or suspensions);
- Assists with the assignments of courses for new students as approved by the counselor;
- Responsible for all reports as requested from SAS;
- Responsible for data input and records management for the student records archives;
- Responsible for administering the virtual high school program at EVHS;
- Serve as the Home Instruction Coordinator by meeting or corresponding with applicants to review the planned program or incomplete documentation; foster a good relationship with all applicants; review evidence of achievement; maintain a database of all home-instructed students and send updated reports to each school principal, counselor, and attendance clerk; notify attendance officer of noncompliance; prepare and send appropriate correspondence for approval of home instruction or noncompliance letters; update forms and policy to reflect changes implemented by the State;
- Prioritize responsibilities and schedules in an effective, accurate, and efficient manner which will enhance the performance of the instructional program;
- Accepts additional responsibilities as required to meet the needs of the Counseling Department within the general scope of the position description and the required skills of the registrar; and
- Performs other assigned duties.

**MINIMUM REQUIREMENTS TO PERFORM WORK**:

- High school diploma or equivalent;
- Bachelor’s degree and appropriate certifications preferred;
- Two (2) years of experience working within an educational environment;
- Prior experience with the use of database management systems, especially SQL and Microsoft Access;
- Or equivalent training, education, and/or experience.

**KNOWLEDGE, SKILLS, AND ABILITIES**:

- Knowledge of SQL database entry and reporting.
- Knowledge of PowerSchool database entry and reporting.
- Knowledge of Microsoft Access database design, data entry, and reporting.
- Knowledge of Microsoft Office productivity suite including Excel, Word, and PowerPoint.
- Knowledge of Google apps.
- Effective writing and communication.
- Ability to work independently and collaboratively within a demanding and diverse professional culture.

**SPECIAL REQUIREMENTS**:
None.

**PHYSICAL DEMANDS**:
Work is typically performed in the central office and throughout the division: frequent walking, standing, stooping, lifting, up to approximately 40 pounds, and occasional lifting of equipment weighing up to approximately 50 pounds may be required. Other limited physical activities are required. Travel to schools throughout the division and central office is required. Vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; visual acuity is required for preparing and analyzing written or computer data, determining the accuracy and thoroughness of work, and observing general surroundings and activities.

**WORK ENVIRONMENT**:
Work environment exposes the employee to inside and outside environmental conditions. The registrar’s position fluctuates between routine daily activities and times on intense productivity. The registrar must be able to manage the shifts in workload demands. Timely and regular attendance is an expectation of performance for all CCPS employees. To ensure adequate staffing, positive employee morale, and to meet expected productivity standards throughout the organization, employee