Lexington High School Registrar

Position Title: Lexington High School Registrar

FLSA: Non-Exempt


Reports to: Coordinator of Counseling 9-12/LHS Principal

Terms of Employment: Administrative Staff - 12 months - Class A with benefits according to the LEA Unit D collective bargaining agreement. 40 hours per week.


July 1, 2026 start date. FY26 salary scale may change based on completed negotiations.


Unit D Salary Range 23-26

JOB GOAL

The employee performs a variety of routine and complex administrative, clerical, financial and other duties to support the operations of the office.

ESSENTIAL FUNCTIONS

The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

• Manage and maintain confidential academic records for 2,300+ students and alumni including transcripts, grades, graduation data, withdrawals, transfer credits, and cumulative files, ensuring accuracy, compliance, and security at all times.
• Process and distribute 5,000+ transcripts annually through Aspen and Scoir for colleges, employers, legal agencies, military branches, and other institutions, meeting strict deadlines and regulatory requirements.
• Serve as primary administrator for Scoir, managing electronic college application processing, transcript submissions, teacher recommendation workflow, and senior application tracking from start to finish.
• Oversee the full college application support cycle, including fee waivers, Common Application reporting, final transcript distribution, and post-graduation plans.
• Coordinate student withdrawals, transfers, graduation verification, summer school and independent study credits, and out-of-district records in collaboration with administrators, counselors, and external agencies.
• Generate and analyze statistical reports on student performance, graduation outcomes, college applications, SAT/ACT scores, scholarships, and GPA rankings to support district-wide data needs.
• Develop and publish the annual High School Profile, compiling academic statistics, postsecondary outcomes, testing data, and school achievements for college admission audiences.
• Provide responsive, professional communication with students, families, colleges, employers, faculty, and community members via phone, email, and in-person interactions, including sensitive legal, law enforcement, and confidential family matters.
• Lead/supervise and delegate daily responsibilities to clerical staff, including the Registrar's Assistant and Counseling Secretary, ensuring consistent, high-quality operations.
• Manage billing and financial processing related to transcript fees, online payments, fee waivers, and monthly accounting reconciliation using My School Bucks.
• Prepare verification documents for attendance, insurance, military, Social Security, NCAA eligibility, and scholarship applications, as well as work permits for youth ages 14-18.
• Handle confidential legal and records requests, including subpoenas and law enforcement inquiries, in accordance with applicable regulations and parental consent procedures.
• Design, update and maintain registrar and counseling forms, workflows, and documentation to ensure operational efficiency and ongoing compliance.
• Utilize and maintain proficiency in Scoir, Aspen, Google Workspace, My School Bucks and many outside platforms for uploading transcripts.

SUPERVISION RECEIVED

The employee works under general direction and employee plans and prioritizes most of the work independently, in accordance with standard practices. The employee is expected to solve most problems of detail or unusual situations by adapting methods or interpreting instructions accordingly. Instructions for new assignments or special projects usually consist of statements of desired objectives, deadlines and priorities. Technical and policy problems or changes in procedures are discussed with the supervisor.


SUPERVISION EXERCISED

The employee, as a regular and continuing part of the job, leads other workers in accomplishing assigned work and performs non-supervisory work that is the same kind and levels as is done by the employees led.


JUDGMENT AND COMPLEXITY

The work involves numerous standardized practices, procedures, or general instructions that govern the work and, in some cases, may require additional interpretation. Judgment is needed to locate, select and apply the most pertinent practice, procedure, regulation or guideline. The sequence of work and the procedures followed vary according to the nature of the transaction and the information involved, or sought, in a situation.

NATURE AND PURPOSE OF CONTACTS

Interactions are with coworkers, teachers, parents, families, guardians, students, service providers, vendors, the public and state officials. The employee serves as a spokesperson for organization in matters departmental practices, procedures, regulations or guidelines. May be required to discuss controversial matters where tact is required to avoid friction and obtain cooperation.

CONFIDENTIALITY

The employee has access to a variety of sensitive and confidential information in the performance of duties including student information.


EDUCATION AND EXPERIENCE

High school diploma or equivalent and 3-5 years of experience in administrative, clerical, financial or secretarial work, preferably in a school environment; or any equivalent combination of education, training, certification and experience.


KNOWLEDGE, ABILITY, AND SKILL

Knowledge. Must have knowledge of department regulations, policies, programs and operations; and knowledge of office management principles and practices, and computer systems, word processing, spreadsheet, and database software. Knowledge of Google applications.

Ability: Ability to establish and maintain effective and harmonious working relationships with the public, officials and department personnel; ability to work independently in an efficient manner; ability to communicate effectively in written and oral form; ability to establish and maintain a record keeping systems; ability to operate a telephone and standard office equipment; ability to manage multiple tasks in an efficient manner; ability to deal tactfully with disgruntled people.


Skill: Skill in operating computers and applicable word processing and statistical applications; excellent customer service skills. Must have strong record keeping, bookkeeping, secretarial, organization, communication and customer service skills. Must be detail oriented.

WORK ENVIRONMENT

The work is performed in a typical school office environment. May be required to travel between schools.


PHYSICAL DEMANDS
The physical demands described here 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.


PHYSICAL, MOTOR, AND VISUAL SKILLS

Physical Skills. The work involves sitting, standing, walking and stooping. May be required to lift objects such as files, boxes of papers, office supplies, and office equipment weighing up to 30 pounds.


Motor Skills. Duties are largely mental rather than physical, but the job may occasionally require minimal motor skills for activities such as moving objects, using office equipment, including but not limited to telephones, personal computers, handheld technology, and other office equipment.


Visual Skills. Visual demands require routinely reading documents for general understanding and analytical purposes.


Experience and commitment to working in a racially and culturally diverse teaching and learning community.

Applicants for employment are considered without regard to age, disability, race, religion, sexual orientation, gender identity, marital status, national origin, or military status.Registr