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Registrar & School Records Clerk - RHS

4 months ago

Harrisonburg, United States Harrisonburg City Public Schools Full time
HARRISONBURG CITY PUBLIC SCHOOLS

JOB DESCRIPTION

Position:

Registrar, High School

Reports to:

Principal, Director of School Counseling

Contract:

250 Days

Salary Scale:

Registrar C-5

FLSA Status:

Non-Exempt

Revised:

4/2024

POSITION SUMMARY:

The high school registrar welcomes new students and families to the school community and facilitates the efficient enrollment and withdrawal of students according to federal, state and local school board regulations. The registrar is responsible for maintaining all student cumulative records, processing record requests and performing a variety of clerical duties to support the functions of the school counseling center and school administration.

QUALIFICATIONS:
  1. Graduation from high school or equivalent. College coursework or training certificates in a relevant field from an accredited institution of higher learning are preferred.
  2. At least three years of experience in an administrative support role.
  3. General knowledge of clerical terminology and standard office procedures and practices.
  4. Effectively demonstrates the ability to perform the essential functions.
  5. Experience working directly with individuals and families from diverse racial, ethnic, and socioeconomic backgrounds.
  6. Familiarity with equity and inclusion frameworks. Models non-discriminatory practices in all activities. Respects the worth, dignity and individual differences of others.
  7. Excellent written and verbal communication skills and the ability to present to diverse audiences to foster professional relationships and express and/or exchange ideas.
  8. Excellent interpersonal skills.
  9. Proficiency in the use of a variety of office/instructional equipment and technology with experience using Microsoft Office, Google Workspace, and email.
  10. Demonstrated leadership qualities and personal characteristics necessary for working effectively with students, teachers, administrators, and the community.
ESSENTIAL FUNCTIONS:
  1. Welcomes new students and families and provides information and assistance in the completion of the registration process. Follows division enrollment procedures, conducts address verification, and promptly follows up with families as needed throughout the process.
  2. Completes enrollment and withdrawal processes within the school division's student information system (e.g. new and rollover students, in district/ out of district transfers, etc.) to ensure compliance with financial, legal, state or federal requirements.
  3. Accurately maintains records related to student demographics, promotion, retention, historical grades and graduation as applicable. Assists with scheduling and attendance related tasks as needed.
  4. Collaborates with school division personnel and outside agencies as needed to gather information and support the enrollment and placement needs of students.
  5. Assists with the transcript review process and entering of historical grades for transfer students.
  6. Reviews and processes record and data requests made by the Social Security Administration, law enforcement, court services, military branches, higher education institutions and access programs, and alumni according to federal, state, and school board guidelines.
  7. Coordinates mailings to families throughout the year.
  8. Assists with tasks for graduation including preparing diplomas, programs, and awards for distribution.
  9. Serves as the school's McKinney-Vento Act liaison and stays up to date with applicable regulations.
  10. Maintain student scholastic records in accordance with federal and state laws, and data retention schedules.
  11. Performs clerical duties pertaining to the administrative functions of the school counseling center.
  12. Responds to telephone, email and in-person requests, inquiries and questions in a professional, polite and responsive manner.
  13. Maintains confidentiality in communication and in the storage of documents/records with confidential information.
  14. Models non-discriminatory practices in all activities. Respects the worth, dignity and individual differences of others.
  15. Participates in required meetings, staff development (professional growth) and training to keep materials, supplies, and skills up-to-date.
  16. Takes all necessary and reasonable precautions to protect students, equipment, materials, and facilities.
  17. Demonstrates good attendance and punctuality.
  18. Serves in the absence of the counseling administrative assistant and performs other duties as assigned by school administrators and director of school counseling.
  19. Takes all industry standard precautions to protect students, staff, equipment, materials, and facilities.
  20. Maintains appropriate state licensure; assumes responsibility for and participates in staff development (professional growth) and training to keep materials, supplies, and skills up-to-date.
  21. Follows appropriate safety procedures and properly maintains equipment.
  22. Actively participates in and attends all required meetings.
  23. Maintains confidentiality when appropriate.
  24. Complies with and supports school division policies, regulations, procedures, and the HCPS Strategic Plan.
  25. Effectively performs other duties as assigned by immediate supervisor.


PHYSICAL DEMANDS / WORK ENVIRONMENT:

Light work, lifting up to 25 pounds occasionally, and/or up to 10 pounds frequently. Regular travel throughout the school and effectively interact with students, staff, and the school community. Regular contact with staff members is required. Not substantially exposed to adverse environmental conditions.

EVALUATION:

Performance will be evaluated in accordance with school board policy and administrative regulations on the evaluation of administrative or licensed personnel.

The above is intended to describe the essential functions of and requirements for the performance of this position. It is not to be construed as an exhaustive statement of the duties, responsibilities and requirements of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions and meet the demands of this position.

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; and subject to inside and outside environmental conditions