District Registrar

Position Title: District Registrar

Reports To: Director of Technology

Status: Full-Time (FTE 1.0)  Monday - Friday, 12 months

Union Affiliation: HESPA

SUMMARY:

The District Registrar is responsible for receiving, completing, and maintaining legal and district paperwork for entering and exiting students. Process all school of choice applicants and enrollment. Maintain all aspects of the Welcome Center. Provide technical support to district staff and families. Provide clerical support to the Technology Department and Communications Department. 

ESSENTIAL FUNCTIONS:

• Receive, complete, and maintain legal and district paperwork for entering and exiting students.
• Review students' immunization forms and vital records to verify adherence to governmental requirements.
• Act as a liaison between schools and central enrollment.
• Provide customer service to all visiting guests, parents, and students. Discuss the process by informing students and parents about the process.
• Update parent contact information in PowerSchool.
• Responds to inquiries of staff, other educational institutions, the public, parents, and/or students (e.g. registration, residency verification, zoning) for the purpose of providing information and/or direction.
• Monitor enrollment and sections and alert Director of Technology of watchpoints and possible overages.
• Maintain a weekly enrollment tracking document.
• Plan kindergarten and other registration events.
• Answer questions politely and appropriately.
• Answer incoming calls related to registrar issues.
• Follow instructions and established policies and procedures to perform specialized registrar duties, referring questionable matters to the Director of Technology.
• Interact effectively with the general public, staff members, students, teachers, parents, and administrators, using tact and good judgment.
• Operate standard office equipment such as a computer, copy machine, printer, and fax machine, as well as equipment developed or advanced from future technology as required by the job.
• Safeguard the confidentiality of all student data and other forms of privileged information entrusted to the school.
• Participate successfully in the training programs offered to increase and enhance the individual's skills and proficiency related to the assigned job responsibilities.
• Follow federal and state laws, as well as School Board policies.
• Supports assigned administrative personnel for the purpose of providing assistance with their administrative functions.

• Coordinate Specialized busing with transportation for CI, ML, EI, AB programs.

• Audit and schedule 6th grade destinations based on address, programs, IEPs.

• Monitor FERPA, no consent, Allergies, Medical, McKinney-Vento, residency issues, ML, Technology, custody issues, Special Education for all incoming students.

• Maintain communication with LESA regarding WAY students.

• Review SchoolForms registration update packets for all current HPS families, noting address changes, health alerts, custody.  Contact parents to discuss issues and to obtain valid proof of residency.

• Work closely with Special Education to prepare for students coming in with IEPs.

• Work with Paideia staff to ensure timely and accurate enrollments for Hybrid and Electives only students. 

• Monitor out of district applications and contact Non-Contingent districts for release of student FTEs.

• Audit discipline records. 

• Coordinate Academia Bilingue applications and selections. Notify families and assign schools.

• Coordinate and monitor In District Transfer Requests.  Touch base with elementary families regarding requests.  Check each Middle School request to confirm accuracy and necessity of forms.

• Coordinate address changes and communicate with families regarding busing changes or suspension of busing services based on address.

• Provide/create UICs for Special Education Early Childhood.

• Act as support and liaison with custody issues, PPOs for established students.  Works with the Assistant Superintendent of Labor Relations and principals to ensure the guidelines of court orders and that orders are accurately identified in PowerSchool.

• Review Michigan Pupil Accounting Manual to ensure changes and policies are pushed into district practices.

• Monitor Elementary, Middle and High School MCIR rosters for accuracy and compliance.

• Audit and monitor MCIR IP100 and provide support to building administrators to ensure we are at 90% by November 1st and 95% by February 1st.

• Perform PS searches through the year including before July rollover to ensure data is accurate and complete.

• Add LATEC student data to Power School.
• Regular, predictable attendance.
• Perform all other duties as assigned by the administrator or designee.

OTHER FUNCTIONS:

• Provide clerical support to the Technology Department, Communications Department, and Highlander Virtual.
• Maintain financial records for the accounts and budgets assigned to the Communications Department, preparing and monitoring purchase orders, checking in purchased materials, maintaining balances, and performing other bookkeeping tasks.
• Provide technical support to district staff and families, including supporting Chromebooks, PCs, PowerSchool, phone systems, and other technological devices. 
• Assist in maintaining/updating the District website and assist/train personnel on its use as directed.
• Assist in maintaining/updating the district’s parent notification system.
• Assist with assigned events, including organization, purchasing, set up, and break down.
• Serves as a resource to employees, parents, and/or organizations for the purpose of interpreting and conveying appropriate procedures required for district operations. 

SKILLS and KNOWLEDGE:

• Oral and written communication skills.
• Interpersonal relations skills.
• Personal computer, keyboarding, and word processing skills.
• Knowledge of Google Workspace
• Strong technical skills
• Customer service and public relations skills.
• Critical thinking and problem-solving skills.
• Organizational skills.
• Ability to maintain confidentiality in all aspects of the job.
• Ability to manage multiple priorities.
• Ability to manage multiple tasks with frequent interruptions.
• Ability to diffuse and manage volatile and stressful situations.

EXPERIENCE:

Three years of secretarial experience, preferably in a public education environment.

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. While performing the duties of this job, the employee is regularly required to coordinate hands, eyes, feet, and limbs in performing semi-skilled movements such as the operation of a computer keyboard, telephone, calculator, and dictation equipment. The employee is occasionally required to exert light to medium physical effort in sedentary and light to medium work involving lifting, carrying, pushing, walking, standing, reaching with hands and arms, climbing, balancing, stooping, kneeling, crouching, or crawling. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required include close vision, distant vision, and the ability to adjust focus.

ENVIRONMENTAL ADAPTABILITY:

The work environment characteristics described herein are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is moderately quiet. The work environment is normally indoors with controlled climate conditions.  Occasionally, the employee may be required to be outdoors for a short period of time while traveling to a different location, and may therefore be subject to varying weather conditions, for purposes of accomplishing the essential functions of this job.

APPLICATION PROCEDURE

All applicants must apply through the HPS online application system: https://howell.tedk12.com/hire/index.aspx

TERMS

The wages and other employment conditions will be established by the current collective bargaining agreement between the HESPA/MEA and the Howell Public Schools. 

FUNCTIONS OF POSITION DESCRIPTION:

This position description has been prepared to define the general duties of the position, provide examples of work, and detail the required knowledge, skills, and ability as well as the acceptable experience and training for the position. The description is not intended to limit or modify the right of any supervisor to assign, direct, and control the duties of employees under supervision. Howell Public Schools retains and reserves any and all rights to change, modify, amend, add to or delete from any portion of this description in its sole judgment.

The employee shall remain free of any alcohol or non-prescribed controlled substance in the workplace throughout their employment in the District.

This position description is not a contract for employment.

Howell Public Schools is an equal opportunity employer, in compliance with the Americans with Disabilities Act. The District will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

Salary : $20 - $24