**We are currently accepting applications at this time. Should a position open, we will contact all candidates for an interview.
Position Title: Registrar
Classification: Hourly
Immediate Supervisor: School Principal or Assistant Principal
Position Overview:
The Registrar manages the school level Student Information System (SIS), including but not limited to enrollment, withdraws,
student scheduling, special placement of students, demographic records required for SIS and audit compliance, updating
and accuracy of demographic information, daily accurate attendance, records/files maintenance, open enrollment, report
cards and grading process, schedule implementation, annual Student Information System setup and placement of students.
The Registrar follows safe school practices to ensure the safety of students’ rights and records. The Registrar provides office
and general clerical services to assist the School Principal and assists other office staff with visitors, student assistance,
phones, etc. In the scope of ELL responsibilities, the Registrar’s position is to provide clerical services to support all
registration requirements and state compliance mandates for the district’s English Language Learners.
Essential Duties and Job Responsibilities
A. School Site Responsibilities
1. Call and receive calls from parents regarding student attendance.
2. Notify teachers and the School Nurse/Medical Assistant of excused absences.
3. Enter student absences into database and generate absence reports.
4. Communicate with principal and teacher regarding excessive absences and referrals.
5. Record student tardiness and provide students with passes to class or referrals to principal regarding tardiness.
6. Responsible for inputting and maintaining accurate data in the Synergy-Student Information System.
7. Establish and maintain electronic student record including inputting registration, attendance records, withdrawals and transfers.
8. Update student, class and school rosters.
9. Complete and distribute registration and attendance reports to School Principal and District Office.
10. Forward student records and files to warehouse for storage; purge as required by state retention schedules.
11. Greet visitors to the school campus, answer inquiries or direct visitors to appropriate personnel and provide reception services including receiving and routing incoming phone calls.
12. Provide backup services for school Administrative Assistant and Medical Assistant.
13. Maintain accurate and balanced class counts.
14. Manage files for transition of either 4th grade students or 8th grade students to feeder schools.
15. Annually sets up the Student Information System at the school level.
16. Communicate with parents, students and staff providing general information.
17. Process new student registration packets.
18. Assist parents with the completion of registration materials and provides brief orientation to new parents and students on registration and school policies and procedures.
19. Receive and respond to requests for cumulative records from other schools.
20. Request cumulative records from previous schools and follow up to assure receipt of records.
21. Review incoming cumulative files for Special Education, ELD, discipline and expulsion documents.
22. Share information with Department of Exceptional Student Services, if needed.
23. Complete all withdrawal paperwork for exiting students, including getting transfer grades from teachers and collecting textbooks.
24. Communicate with previous schools, for incoming students, to get all relevant educational records, including following up with families in regards to immunization, birth certificate, and social security records.
25. Collect and prepares data for attendance District reports.
26. Prepare special reports, including those that are state-mandated, requiring accessing and extracting data from student information systems and eventual submittal to state and other agencies.
27. Compute grade point averages and prepare lists of students eligible for honor roll.
28. Maintain open enrollment.
29. Maintain filing and recordkeeping system, including maintaining student cumulative records and transcripts; verify immunization records; produce student permanent records; and transfer records to other sites as needed.
30. Assist with other clerical and/or administrative duties of the school office and assist with projects as needed.
31. Perform any duties and responsibilities that are within the scope of employment, as assigned by the School Principal.
15. Perform any duties and responsibilities that are within the scope of employment, as assigned by the Associate Superintendent, ELL District Coordinator, ELL School Site Coordinator or School Principal
B. ELL Responsibilities
1. Weekly, bi-weekly, monthly and quarterly (as requested by district or school administration for planning purposes) up-dates and notifications to ELL administration, teachers to support the development, implementation and progress monitoring of ELL performance and language acquisition services during the current school year.
2. Ensure that Primary Home Language Other Than English (PHLOTE) form or Home Language Survey is completed accurately for all incoming students.
3. Contact previous schools of incoming students that have indicated on the PHLOTE current another language than English that that their placement as an ELL Student is correct.
4. Maintain ELL student files/records, as well as monitor all exited students for the required two years.
5. Systematically audit CUM folders once in November and once in February of the academic school year in order to ensure accurate documentation is located within the EL folders of each CUM file.
6. Ensure all ELL service students are identified in the Synergy online system.
7. Work with the EL School Coordinator to identify and track ELL students who qualify for both ELL and Special Education services.
8. Complete all required state paperwork and data to support students receiving ELL services.
9. Run ELL State Reports from ADEConnect and addresses any AZELLA integrity issues with the ELL School Site Coordinator needing correction.
10. Collaborate with the school’s administrator on ELL student data entry in the school’s Synergy student management systems.
11. Document, support and communicate state mandated language assessment scores to families annually.
12. Communicate state-required paperwork to ELL School Site Coordinators and ELL District Coordinator.
13. Support ELL School Site Coordinator with the aggregation and disaggregation of ELL data to be utilized in the academic services to be provided specifically to English Language Learners (i.e. AZELLA assessment rosters, ELL data verification for student placement, ELL notifications and ELL student program delivery schedules).
14. Attend district required ELL trainings.
Education
• High school diploma or GED
• Associate’s Degree or college course
• Any equivalent combination of education, training or experience
Licenses or Certifications
• A valid IVP Fingerprint Clearance Card
• Possession of a valid Arizona Driver’s License
Experience
• Three-years of related office experience with demonstrated ability for office practices, procedures, and duties relevant to the registrar position.
Skills/Knowledge/Abilities
• Enter and maintain student information for new, current and former students in the Student Information System.
• Demonstrate appropriate telephone etiquette.
• Ability and desire to provide outstanding customer service.
• Bilingual, English and Spanish.
• In-depth knowledge of registration and student file requirements, policies, and procedures, including
origination and compilation of cumulative student records, the course/activity schedules of the school, and enrollment and promotion requirements.
• Ability to use Microsoft Word, software applications and Synergy system.
• Ability to work with detail and a high degree of accuracy.
• Demonstrated ability to use independent judgment to set priorities and make decisions.
• Ability to use discretion in handling confidential information.
Working Environment
• The working environment is a normal school office setting.
Terms of Employment
• Ten-months, At-Will, hourly; benefits in accordance with Governing Board policies.
Evaluation
• Performance to be evaluated in accordance with Governing Board policy on evaluation of classified staff.
District Expectations
• Demonstrate regular and predictable attendance. Physical presence is expected as part of a reliable and predictable pattern of attendance.
• Support the district’s vision, mission, goals and Strategic Plan.
• Engage in civility, respect and professionalism.
• Maintain the professional knowledge and skills necessary to perform the essential duties and responsibilities of their position.
Our Mission
Preparing Students for College and Advanced Careers Through Rigorous STEM2 Academic Programs
Our Vision
To create a high caliber and rigorous private school education within a public school setting |