Clerk - Registrar - Enrollment/Recruitment Specialist

Job Title

Responsible for student academic achievement records, UIL eligibility information, transcripts, and all information pertaining to student records. Actively engage in actions that contribute to the overall mission and strategic plan of Clear Creek ISD.

Qualifications

Education/Certification

• High school diploma or GED

Special Knowledge/Skills

• Effective communication and interpersonal skills
• Proficient computer and typing skills
• Strong organizational and file management skills

Experience

• Minimum of 5 years general office experience

Major Responsibilities and Duties

Student Records Management

1. Maintain, update, and secure permanent student records; create permanent records; obtain records and grades on all new students and post all grades.
2. Maintain record of enrollments, withdrawals, admissions, and student transfers, including accurate documentation and correspondence pertaining to student records and an accurate record of the reason.
3. Generate correspondence regarding transcript requests and other information pertaining to student records; issue all transcripts; be responsible for determining class rank and grade point average.
4. Respond to calls from parents, former students, and colleges.
5. Supervise assistant registrar, when applicable.
6. Submit GPA/rank for Honor Society.
7. Audit transcripts, cumulative folders, enrollment records, and graduation records to ensure compliance with district, state, and federal requirements for all grade levels.
8. Serve as campus records liaison and manage records retention, storage, transfer, disposal, and electronic records management processes, including TREX transfers.
9. Prepare and maintain graduation records, final senior rankings, diploma orders, diploma distribution, and graduation verification processes.
10. Process and distribute guardianship documentation, transfer records, enrollment verification requests, social security enrollment verification requests, insurance verification requests, and other official student records requests.
11. Make permanent graduation file including final senior list with rankings.
12. Be responsible for guardianship and transfer papers.
13. Act as campus records liaison officer; be responsible for developing records control schedules, storing records, disposal of obsolete records and other records management functions.
14. Update Xello with transcripts, GPA, and rank.

Enrollment and School of Choice Admissions

1. Coordinate student admissions, enrollment, withdrawal, waitlist, and transfer processes for the School of Choice program.
2. Receive, review, organize, and maintain student applications and supporting documentation for admissions review and enrollment processing.
3. Maintain applicants, enrollment, acceptance, withdrawal, and student tracking databases and records.
4. Coordinate communication with prospective students and families regarding admissions requirements, enrollment procedures, transportation information, and enrollment decisions.
5. Create, maintain, and organize student application files, counseling files, cumulative folders, and other student records systems.

Recruitment, Outreach, and Communications

1. Serve as a primary point of contact and ambassador for prospective students and families regarding campus programs, opportunities, and enrollment pathways.
2. Coordinate recruitment and enrollment activities including campus tours, open houses, informational meetings, feeder school outreach, student shadowing opportunities, and transition events.
3. Develop, coordinate, and distribute recruitment, enrollment, and campus communications through district-approved communication platforms, including ParentSquare, email, phone messaging systems, text messaging, and social media.
4. Maintain communication and distribution lists for prospective students, applicants, enrolled students, families, and community stakeholders.
5. Collaborate with campus leadership, counselors, feeder campuses, district departments, and the Office of Communications to support recruitment, enrollment, retention, and promotional efforts.

Student Services and Campus Support

1. Provide support and information to students and families regarding enrollment, records requests, transportation information, graduation requirements, and student information systems.
2. Coordinate student identification card management and related student information records.
3. Coordinate graduation photography, senior recognition activities, cap and gown presentations, class ring presentations, letter jacket programs, senior banquet support, and other student recognition events.
4. Respond to inquiries from parents, students, former students, colleges, and community stakeholders in a professional and customer-service-oriented manner.
5. Supervise assistant registrar, when applicable.

Professional Responsibilities

1. Exhibit CCISD Core Values of trustworthiness, respect, responsibility, fairness, caring, and citizenship.
2. Actively engage in actions that contribute to the overall mission and strategic plan of Clear Creek ISD.
3. Stay up-to-date professionally through the selection of quality professional learning opportunities for personal growth.
4. Research district policy, precedent, and current practices prior to taking action.
5. Participate as an effective team member who contributes to district, department, and content goals.
6. Demonstrates proficient levels of technology applications.
7. Participates fully in drills and safety exercises to provide for the safety and overall emotional wellbeing of students.
8. Utilize time wisely for effective management of job responsibilities.
9. Maintain punctuality in daily work times, appointments, and meetings.
10. Meet task completion deadlines established by supervisor.
11. Maintain friendly customer-service-driven interactions with all stakeholders, students, teachers, administrators, and co-workers.
12. Work cooperatively with co-workers and supervisors to ensure that the goals of the school/department are met.
13. Maintain a positive and professional tone in all communication (i.e. email, written, and verbal).
14. Perform other duties and accept other responsibilities as assigned.

Working Conditions

Mental Demands

• Ability to maintain emotional control under pressure
• Constant concentration while performing duties
• Frequent interruptions

Physical Demands/Environmental Factors

• Moderate standing, walking, bending, lifting
• Repetitive hand motions
• Prolonged use of computer
• Work with frequent interruptions

Days in Contract: 220

Hours: 7.5

Pay Grade: 5