TITLE: CENTRAL REGISTRAR

DEPARTMENT: Business Services

QUALIFICATIONS:

• Possess a high school diploma or equivalent.
• Possess or have the ability to obtain a valid Arizona Identity Verified Prints (IVP) Fingerprint Clearance Card within forty-five (45) days of employment.
• Two years of school office experience is required.
• Previous experience as a school Registrar is highly desired.
• Must possess a valid Arizona Driver’s License.
• Any combination equivalent to training and experience that could likely provide the required knowledge, skills and abilities.

JOB GOALS:

The Central Registrar performs highly complex and specialized work related to keeping centralized student records, performing specific tasks associated with student reporting, managing and providing transcript information.

PERFORMANCE RESPONSIBILITIES:

The following tasks are essential for this position. This list is not inclusive of all responsibilities. Individuals may not perform all of these tasks, or may perform similar related tasks not listed.

• Comply with all HIPAA and FERPA related confidentiality requirements.
• Develop positive relationships with students, parents, school staff and public.
• Meet with parents/guardians requesting to enroll students and assist them with online registration and the enrollment process in a timely manner.
• Work closely with the Student Information Systems team to ensure the timely submission of data and information when requested by state auditors.
• Ensure data contained within the Student Information System is accurate and has been entered in accordance with Federal/State laws and District Policy and is updated consistently and completely.
• Track progress of obtaining required documentation as it relates to student enrollment.
• Collaborates with the High School and Distance Online Learning Registrar to ensure transcript data for all newly enrolling students has been deciphered and entered into the Student Information System.
• Collaborates with the High School and Distance Online Learning Registrar to ensure working compliance with Academic Planner and other system tools within the Student Information System.
• Process education verification and transcript requests from educational institutions, military recruiters, or potential employers using the District’s school archives and/or the Student Information System for current or previous students for the purpose of enrollment, enlistment or employment.
• Notify schools of new student enrollments and/or changes to existing enrollment in order to support scheduling needs.
• Process Online Registrations and Annual Update applications for all students in the District, including obtaining the appropriate records required for enrollment.
• Process student demographic changes as notified, and update student records as required by the Arizona Department of Education (ADE).
• Process student withdrawals within the District including the transfer of student records.
• Travels between campuses in order to work with school sites to maintain all student cumulative records within the District including the proper disposal of records that are outside of ADE auditing requirements.
• Collect and maintain legal-related records to support all custody, adoption, foster, name-change or any other court-directed requirements.
• Use various reports designed for maintaining database accuracy and work with site designees to keep student records accurate and up to date.
• Notify the District Homeless Liaison of any McKinney-Vento related student status changes.
• Coordinate with the Superintendent on open enrollment policies and procedures annually.
• Work with school Nurses/Health Specialists in order to coordinate health/medication needs for any incoming student before completing enrollment.
• Coordinate with the SPED department on any incoming special needs students before completing enrollment.
• Works with the Transportation department when address changes or special needs requirements become known for new or existing students.
• Responsible for the execution of annual preschool and kindergarten registration activities.
• Perform other related duties as assigned.

MINIMUM KNOWLEDGE, SKILL AND ABILITY:

Knowledge of:

• District policies, operations and organization.
• Interpersonal skills including tact, courtesy, and diplomacy.
• Communication (telephone, email, etc.) etiquette.
• Modern office equipment including personal computers and related software.
• Complex record keeping.
• English language, spelling and grammar.
• Possess a high level of understanding of student/custody legal issues, processes and documents.
• Arizona Department of Education policies and statutes as it relates to student enrollment.

Skill and Ability to:

• Work cooperatively with others and provide a high level of customer service.
• Establish work priorities to meet schedules and timelines.
• Maintain complex files, records and reports.
• Operate modern office equipment including personal computers and related software.
• Fluent with the Google Suite of tools such as Docs, Sheets and Forms and Microsoft Office for compatibility with ADE.
• Maintain a calendar of appointments.
• Work extensively within the Student Information System.

Physical Requirements and Working Conditions:

The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Require vision (which may be corrected) to read small print.
• Require mobility to reach and dexterity to grasp and manipulate small objects. Lower body mobility may not be required.
• Perform work which is primarily sedentary.
• Is subject to inside environmental conditions.
• May be required to work at a video display terminal for prolonged periods.

REPORTS TO: Director of Business Services

EVALUATION: Performance of this job will be evaluated annually by the Director of Business Services in accordance with the provisions of Governing Board policy for evaluation of classified personnel.

TERMS OF

EMPLOYMENT: 12 Months

SALARY: Salary for the position is set according to the Classified Salary Schedule determined by the Governing Board.

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FLSA STATUS: Non Exempt