HAYWARD UNIFIED SCHOOL DISTRICT

CLASS TITLE: REGISTRAR

Basic Function

Under the direction of an assigned Vice-Principal, perform complex clerical and statistical record-keeping duties related to the enrollment and maintenance of permanent school records at an assigned high school site; assure compliance with established rules, regulations, policies and procedures; register new students.

Representative Duties

ESSENTIAL DUTIES:

Perform complex clerical and statistical record-keeping duties related to the enrollment and maintenance of permanent school records at an assigned high school site; assure compliance with established rules, regulations, policies and procedures.

Participate in and oversee the registration of new students; determine eligibility of enrollment; distribute, collect and review completed registration forms including emergency cards and health records; assure accuracy and completeness of registration forms.

Request records and transcripts for new students from previous schools; evaluate transcripts received from other schools to determine allowable credits; send records and transcripts to requesting schools; process withdrawing students.

Establish and maintain a variety of student records including cumulative records, demographic information, disciplinary actions, grades, credits and transcripts; maintain confidentiality of sensitive and privileged information.

Communicate with counselors, administrators and students to assure students are on track for graduation; evaluate transcripts of graduating seniors to assure graduation requirements have been met.

Prepare eligibility lists of students for a variety of activities, competitions and financial aid from grades listed on students’ permanent records.

Receive telephone calls and provide information and assistance to students, parents, staff and the public regarding student grades, enrollment and related policies and procedures.

Perform a variety of responsible and complex clerical duties including typing, filing and duplicating materials; type a variety of lists, forms, reports and correspondence.

Utilize assigned student information system to input data regarding current and new students and to generate a variety of reports; troubleshoot system problems; create queries and extract data for various reports; provide training to staff in proper use of information systems and procedures.

Order and process diplomas; prepare lists of graduates and submit to administrators, District Office and vendors for printing.

Operate a variety of office equipment including a typewriter, fax machine and copier.

Other Duties

Perform special projects and prepare various forms and reports on behalf of school administration; attend to administrative details on special matters as assigned.

Maintain school site postage meter; submit purchase orders for lease payments and postage; contact postage vendors regarding low funds and obtain proper access codes.

Greet and assist visitors at the counters as needed; answer phones and take and relay messages as appropriate.

Perform other duties, related to the job, as assigned.

Knowledge And Abilities

KNOWLEDGE OF:

Modern office practices, procedures and equipment.

Applicable laws, codes, rules and regulations related to assigned activities.

District organization, operations, policies and objectives

District registration policies and procedures.

Operation of a computer and assigned software.

Record-keeping and report preparation techniques.

Correct English usage, grammar, spelling, punctuation and vocabulary.

Oral and written communication skills.

Interpersonal skills using tact, patience and courtesy.

Transcript evaluation and student enrollment procedures and requirements.

Graduation requirements.

Ability To

Perform complex clerical and statistical record-keeping duties related to the enrollment and maintenance of permanent school records at an assigned high school site.

Participate in and oversee the registration of new students .

Interpret, apply and explain applicable laws, codes, rules and regulations related to assigned activities.

Type at 45 words per minute from clear copy.

Read and interpret data processing printouts.

Meet schedules and time lines.

Plan and organize work.

Work independently with little direction.

Maintain confidentiality of sensitive and privileged information.

Communicate effectively both orally and in writing.

Establish and maintain cooperative and effective working relationships with others.

Operate a variety of office equipment including a computer and assigned software.

Complete work with many interruptions.

Education And Experience

Any combination equivalent to: graduation from high school and two years of general clerical experience involving student record-keeping activities.

Environment

WORKING CONDITIONS:

Office environment.

Constant interruptions.

Physical Demands

Dexterity of hands and fingers to operate a computer keyboard.

Hearing and speaking to exchange information in person or on the telephone.

Sitting or standing for extended periods of time.

Seeing to read a variety of materials.

Bending at the waist, kneeling or crouching to file materials.

Hayward Unified School District

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