Secretary - Registrar - High School

Purpose

Performs administrative and clerical duties to maintain high school student records in the West Ada School District Student Information System; performs related work as required.

Hours:

40. Salary: $19.50. Calendar: 225.

The primary function of an employee in this class is to manage and maintain the student records of all students enrolled in their school by using the West Ada School District Student Information System. In this capacity the HS Registrar is responsible for the registration of students and to maintain accurate student demographics, including student schedules, transcripts and historical records and produce related reports and spreadsheets.

The HS registrar is responsible for enrollment, transfer and withdrawal of students as well as to follow up on drop‑out status for non‑attending students. The registrar assists the administrator in charge of scheduling by maintaining the master course list and assisting in preparation of scheduling documents. The work is performed under the supervision of the school principal or designee.

• Act as a liaison between the building and the district office for the district's Student Information System.
• Enroll new students. Verify that parents have all required documents. Work with counselors to establish initial communications with parents and students.
• Encode student information for entry to the West Ada School District Student Information System.
• Assists students and parents, with the completion of registration materials. Provide brief orientation to new parents and students on registration and school policies and procedures.
• May verify enrollment and attendance records for social security, social services, Department of Education, military agencies, auto, and medical insurance companies.
• Prepare and maintain students' permanent records. This may require collaboration with building and/or district personnel for interpretation to align with West Ada School District policy. Once new data and/or revisions are received, the registrar will enter data and route updated information to appropriate staff or departments.
• Request transcript of grades and cumulative files from other schools for new students transferring into the school. Verify authenticity of requests for transcripts and respond to inquiries from other schools, colleges, employers or authorized agencies regarding student grades, attendance, and other information contained in student files.
• Coordinate student enrollment, transfer and withdrawal processes.
• Compile accurate graduation lists. Maintains transcripts, correspondence and student permanent record files.

• Maintain and update master course lists in Student Information System and update school course catalog to reflect courses offered.
• Assist building administrator in charge of scheduling in preparation of school course catalog and other registration materials for enrollment and registration.
• Assign grade level and reclassify students according to established policy and procedures.
• Assist building administrator in charge of scheduling with master schedule. Registrar is not responsible for master schedule.

• Facilitate the grading process each term; import grades to historical records and transcripts.
• Conduct audits for missing or incomplete grade reporting, work with teachers to ensure accuracy.

• Creates and maintains accurate student records and transcripts;
• Work collaboratively with counselors, administrators, and ELL Intake Center (when appropriate), to interpret and convert courses, credit hours, and grades from student transcripts received from other school districts to align with acceptable and corresponding units as defined by West Ada School District Policies & Procedures.
• Provide counselors with students' transcript to assure students' compliance with advancement and graduation requirements.
• Provide counselors data regarding class rank for purposes of scholarships, college applications, etc.
• Generates and distributes student transcripts and records to parents, universities and colleges, administrators, employers, the military, and other appropriate parties;