POSITION SUMMARY:

• The High School Registrar is responsible for managing and maintaining accurate student records; providing comprehensive administrative and clerical support to the counseling department; assisting with student enrollment and graduation processes; and facilitating access to academic and post-secondary resources through effective communication, reporting, and data management..

SKILLS, KNOWLEDGE, AND ABILITIES REQUIRED:

• Ability to use effective communication skills; ability to use time effectively; good organizational skills; ability to maintain a positive relationship with other staff by collaborating and working cooperatively with them (including supervisors); ability to operate standard office equipment and software applications; ability to prepare and maintain accurate records; knowledge of business telephone etiquette; and ability to meet deadlines and schedules.

ENTRY QUALIFICATIONS:

Mandatory: Minimum of high school education or GED.
Preferred: 1+ years of experience working in a school is preferred.

PHYSICAL ABILITIES AND WORKING CONDITIONS:

• The Physical Abilities and Working Conditions listed in this section are representative of but are not intended to provide an exhaustive list of Physical Abilities and Working Conditions which may be required for this position. Albany County School District #1 encourages persons with disabilities who are interested in employment for this position and need reasonable accommodation of those disabilities to contact the Chief Human Resources Officer for further information.
• Vision: (which may be corrected) to read small print; view a computer screen for prolonged periods.
• Hearing: (which may be corrected) to answer telephones and tolerate exposure to noisy conditions.
• Speech: to be understood in face-to-face communications; to speak with a level of proficiency and volume to be understood over a telephone.
• Upper Body Mobility: use hands and fingers to feel, grasp, and manipulate small objects; manipulate fingers, twist and bend at the wrist and elbow; extend arms to reach outward and upward; use hands and arms to lift objects; turn, raise, and lower the head.
• Strength: to lift, push, pull and/or carry objects which weigh as much as 40 or more pounds on a frequent basis.
• Environmental Requirements: encounter constant work interruptions; work cooperatively with others; work independently; work outdoors and indoors.
• Mental Requirements: read, write, understand, interpret and apply information at a moderately complex level essential for successful job performance; math skills at a high school proficiency level; judgement and the ability to process information quickly; learn quickly and follow verbal procedures and standards; give verbal instruction; rank tasks in order of importance; copy, compare, compile, and coordinate information and records.
• Additional Work Conditions and Physical Abilities: Requires travel to multiple sites.

The High School Registrar:

• Prepares, updates, and manages student records in both physical and electronic formats (e.g., PowerSchool), including grades, transcripts, enrollment status, and test scores, to ensure accuracy and compliance with district, state, and federal requirements. *
• Assists with registration and withdrawal processes by entering data, preparing permanent records, and orienting new students and families to school programs, policies, and graduation requirements. *
• Reviews incoming student transcripts for credit and grade transfer, ensuring accurate integration into the district’s grading and credit system. *
• Supports pre-year and in-year schedule adjustments by verifying student eligibility and organizing counselor appointments to ensure proper academic placement. *
• Organizes student registration and materials for standardized tests (e.g., ACT, SAT, ASVAB), collects fees, and coordinates testing communications. *
• Compiles and distributes academic reports and student information (e.g., GPA, Honor Roll, class lists), and prepares written materials for counselors, administrators, and parents. *
• Handles requests for student records and transcripts from stakeholders, including colleges and other school districts, and coordinates submission of required documentation to post-secondary institutions. *
• Tracks student participation in work-release and off-campus post-secondary programs to verify compliance with school guidelines through documentation such as pay stubs, time sheets, and transcripts. *
• Greets visitors, answers calls, manages calendars and space usage, and supports the daily operational needs of the Counseling Department to ensure smooth and professional service delivery. *
• Purges non-essential records of graduated seniors and prepares older student records for transfer to state archives in accordance with retention guidelines.*
• Follows the policies and procedures of the school and the District. *
• Demonstrates a sense of professional responsibility, such as demonstrating ethical behavior; providing accurate data and reports when needed; meeting deadlines; maintaining confidentiality; caring for the equipment and materials; and dressing appropriately and presenting a good role model. *
• Other duties as assigned.
• Denotes essential functions

(The tasks listed under the heading of Characteristic Duties and Responsibilities are examples of the variety and general nature of duties performed by employees in positions allocated to the classification. This specification should not be interpreted to describe all the duties which may be assigned to an employee at this level, nor should persons assigned be expected to necessarily perform all the duties described.)