Registrar (10039)

JOB DESCRIPTION

Job Title


Registrar

Evaluation Type


Paraprofessional

Department


Assigned Campus

Pay Grade


Elementary School - P4

Middle School - P5

FLSA


Non-Exempt

Date Revised


July 2023

Supervisor


Principal

BASIC FUNCTION & RESPONSIBILITY: Create, maintain and process student enrollment, transfer, and withdrawal records; assist with development of campus master schedule; collect and process student grades and corrections.

QUALIFICATIONS:

Education/Certification:

• High school diploma or equivalent

Special Knowledge/Skills/Abilities:

• Knowledge of Texas Education Agency rules, regulations, and procedures
• Knowledge of University Interscholastic League (UIL) rules, regulations, and procedures
• Knowledge of master scheduling techniques
• Knowledge of Public Education Information Management Systems (PEIMS) rules, regulations, and procedures
• Skill in operating standard computer and software applications, including but not limited to electronic mail, word processing, spreadsheets, databases, and presentations
• Skill in communicating effectively, both verbally and in writing
• Skill in preparing and maintaining accurate records and reports
• Ability to work collaboratively with staff, parents, and District employees
• Ability to prioritize and organize work responsibilities
• Ability to maintain accurate and auditable records

Experience:

• Three (3) years of related experience

CHARACTERISTIC DUTIES & RESPONSIBILITIES: The essential functions, pursuant to the Americans with Disabilities Act, may include the characteristic duties, responsibilities, knowledge, skills, and abilities noted herein; however, this is not a comprehensive listing of all functions and tasks performed by positions found in this job description.

Support of Administrative, Fiscal and/or Facilities Functions:

• Process new student enrollments, student transfers, and student withdrawals. Provide information on instructional placement of newly enrolled students to the appropriate campus personnel.
• Coordinate each grade reporting cycle requirement with teachers. Collect and process all grade corrections. Generate and distribute ineligibility reports to appropriate campus personnel. Verify calculated grade averages for student honor rolls.
• Create and maintain campus student records, which include the updating and maintenance of both hard copy and online student records.
• Disseminate records to campuses, other school districts, central administration and court-ordered requests accurately and within time frame allotted.
• Assist campus administration and counselors with the preparation of reports and student data information.
• Maintain physical and computerized records including student cumulative folders, progress and failure reports, class rosters, schedule changes, and grade books.
• Coordinate grading process, including processing of scan sheets, verification and correction of grades, and printing and distribution of report cards.
• Prepare and maintain accurate Public Education Information Management System (PEIMS) data for state agencies. Coordinate with appropriate campus personnel to ensure all special program data is maintained and reported accurately and on a timely basis. Work with the District PEIMS office to ensure accurate information is reported to PEIMS for student demographic data, dropout information, and master schedule/course equivalency data.
• Act as liaison between campus personnel and the District PEIMS office. Provide onsite training support for the student management system. Communicate changes and data requirements, stipulated by District PEIMS office staff/Texas Education Agency (TEA), to appropriate campus personnel.
• Assist with development of the master schedule. Work with counselor(s) and/or administrator(s) to develop a timeline which supports the production of the master schedule and to produce the new student registration packet. Update the student management system with scheduling information. Process student schedule changes so that information is accurate and online. Provide ongoing maintenance of student schedules and of the master schedule via the student management system. Provide all hard copies of information pertaining to classes, schedules, and changes to appropriate personnel.
• Answer telephones, greet visitors/guests, and address student needs on an as needed basis.
• Maintain confidentiality of all student records.
• Provide assistance to campuses/departments as requested.
• Assist in campus office as needed.

Student Support:

• Assist in resolving parent/student issues and concerns in a timely manner.
• Assist in managing student behavior in accordance with Student Code of Conduct and student handbook.

Organization Improvement:

• Support the mission and vision of the campus and District.
• Work collaboratively to improve programs.

Professional Growth and Development:

• Participate in professional development that increases effectiveness and improves District performance.

School/Community Relations:

• Interact positively with employees and the community to provide needed information and to promote the District in a favorable manner.

Organization Morale:

• Participate in team building activities as appropriate.
• Communicate and collaborate with campus/department staff to enhance service delivery and customer satisfaction.

Other Responsibilities:

• Comply with policies established by federal law, including but not limited to State Board of Education and local Board policy.
• Perform other job-related duties as assigned.

SUPERVISION EXERCISED: None

MENTAL DEMANDS/PHYSICAL DEMANDS/ENVIRONMENTAL FACTORS:

• Tools/Equipment Used: Standard office equipment including personal computer and peripherals
• Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting
• Motion: Repetitive hand motions; frequent keyboarding and use of mouse; occasional reaching
• Lifting: Occasional light lifting and carrying (less than 15 pounds)
• Environment: May work prolonged or irregular hours
• Mental Demands: Work with frequent interruptions; maintain emotional control under stress