PART-TIME ENROLLMENT AND REGISTRAR ASSISTANT

SCHOOL PART-TIME ENROLLMENT AND REGISTRAR ASSISTANT

JOB DESCRIPTION

SUMMARY DESCRIPTION OF CLASSIFICATION:

Under the supervision of the Head of School, assists in performing work in the registration and transfer of students, and in the preparation and maintenance of student records and transcripts for the school.  Work consists of applying specialized procedures to maintain and operate registration processes. Considerable judgment is exercised in the release of confidential information (as authorized), retention of information in the student official record, and researching and interpreting information to be entered into the record. Volume and nature of work follows the school cycle from enrollment to graduation. Employees are required to exercise extreme tact in working with confidential information.

MINIMUM QUALIFICATION STANDARDS

KNOWLEDGE, SKILLS, AND ABILITIES: Considerable knowledge of modern office practices and procedures with specific reference to records management, school curriculum, and course credit system; considerable knowledge of business English, vocabulary, spelling, and arithmetic. Ability to verify incoming records, maintain a complete record system and assemble and organize data and prepare reports from such records; ability to work independently and to exercise tact and sound judgment in working with confidential information; ability to make student referrals to appropriate school personnel, make decisions in accordance with established policies and procedures, and maintain clerical records and prepare reports. Ability to work effectively with students, administrators and instructional staff, and other school employees.  Skill in the proficient operation of and use of computer terminal to operate a data system; Good human relations skills. Knowledge of and the ability to meet the seven core competencies of the Supporting Services Professional Growth System (SSPGS).

EDUCATION, TRAINING, AND EXPERIENCE:  Associate degree required. Bachelor’s degree Preferred. Two plus years’ experience working with students in a school system including some experience or familiarity with NC public school data systems. Working knowledge of MS Office Suite of products, database software such as FileMaker Pro. Other combinations of applicable education, training, and experience which provide the knowledge, abilities, and skills necessary to perform effectively in the position may be considered.

PHYSICAL DEMANDS: (Special requirements such as lifting heavy objects and frequent climbing.) Positions typically require sustained use of keyboard devices.

SPECIAL REQUIREMENTS: (Occasional overtime or night work required, etc.) Work is subject to inflexible deadlines.

EXAMPLES OF DUTIES AND RESPONSIBILITIES:

• Performs all registration and transfer of student records.
• Maintains student records and transcripts.
• Verify Enrollment, (residency, immunizations, birth certificate, grade level, FARMS, custody, previous school records.
• Release authorized confidential information and retains information in the student official record.
• Evaluates, investigates, interprets course information to be entered into the student record.
• Directs and coordinates registration activities.
• Uses various software programs and web-based programs to create and maintain student databases.
• Directs preparation of student transcripts prepares commencement list.
• Issues official transcripts to outside agencies under inflexible deadlines.
• Enroll new students per school and state policies.
• Withdraws students and forwards records to other schools on request.
• Gives information to parents relating to academic programs in the school.
• Verifies legal documentation when presented the time of enrollment of instate supervised care and kinship care.
• Receive, audit, sort, student records in school file room.
• Sends designated school year records; confidential, graduate, withdrawal, and health, to storage in June of each year.
• Bundles student records and stores properly, annually.
• Responds to court order subpoena for student records.
• Performs related work as required.
• Performs other duties, as assigned by the Head of School