Registrar Details

Registrar

Pasadena Unified School District - Pasadena, CA

Employment Type : Full-Time

**MUST APPLY ONLINE ONLY**

SUMMARY OF DUTIES

Establishes and maintains the official permanent records of middle/high school students by gathering and posting data into files; interprets such data to determine cumulative grade point average, class standings and if graduation requirements have been met; assists the public, parents, students and school personnel by providing information about procedures, student data, policies, etc.; and assists in clerical procedures for other school programs as assigned.

DISTINGUISHING CHARACTERISTICS
The primary duty of a position in this class is to assist parents in enrolling their children in school as well as maintaining and interpreting data in student records. The procedures are well established and the work cyclical. Supervision received normally centers on unusual problems, workload flow and difficult data interpretations. Judgment is primarily limited to accurate interpretations, appropriate disclosure of information to parties and maintaining good public relations.

This class is distinguished from the class of Clerk Typist in that the Registrar's primary responsibility is to maintain a large number of records for middle/high school students; it entails providing careful and accurate interpretations regarding class standing, school graduation requirements, etc. A Clerk Typist, if assigned to a school site, may perform some registration tasks along with many other duties; however, any explanation or interpretation of student record data is the responsibility of the school administrators.

VACANCY INFORMATION

This is to establish an eligibility list for the current vacancy and any future vacancies. There is currently one (1) vacancy:

• 11 Months; 5 Days per week; 8 Hours

MINIMUM QUALIFICATIONS AND SPECIAL LICENSE OR LANGUAGE SKILLS: Education:
Must possess a secondary (i.e., high school) school diploma, or its equivalent (GED). Completion of college courses in office management, secretarial science, business administration or other related fields is desirable.

Experience:
Equivalent to two (2) years of full-time clerical experience. Thirty (30) semester units of college courses with a major in secretarial science, business administration, or a related field may be substituted on a prorated basis for up to one (1) year of the required experience. Experience in a student records office of an educational institution is desirable.

REQUIRED DOCUMENTS

Must attach the following documents to the online application or your application will be disqualified:

• High school diploma or GED equivalent (or higher)
  

• Unit/Degree verification (including equivalency of foreign degrees) must be submitted with the online application as an attachment in the form of unofficial transcripts. Equivalence of foreign degrees must have been reviewed and verified by a regionally accredited foreign degrees review agency.

Please note: Resumes are not required and are not reviewed in lieu of your application; therefore, ensure your application is complete.

• All required documents MUST be submitted electronically at the time your application is submitted.

SPECIAL LICENSE OR LANGUAGE SKILLS

The ability to speak, read and write a language in addition to English, such as Spanish or Armenian, is desirable.

PHYSICAL REQUIREMENTS

Employees must be physically and mentally capable of performing the essential duties of a position with or without reasonable accommodation and without hazard to themselves of others
ESSENTIAL DUTIES AND RESPONSIBILITIES: Duties in this class include, but are not limited to:

• Assists parents and students in completing enrollment papers
• Verifies birthdates, addresses and other information
• Provides information on various school services such as bus transportation
• Obtains records from previous schools
• Interprets such data converting grades and hour credit to corresponding District units
• Assigns class standings
• Maintains a log on records and students
• May operate a computer terminal placing registration data into computer
• Maintains files posting courses, grades, honors, test scores and other required information
• Assists students, parents, school personnel and probation officers by providing and interpreting data
• Completes forms and prepares and types correspondence.
• Checks grade reports for errors and submits to data processing for preparation
• Prepares lists of graduating students both alphabetically and according to grade point average
• Orders and prepares diplomas and certificates
• Prepares and sends transcripts to colleges
• Pulls records from inactive files and forwards to the District Registrar
• Trains and recommends grades for office practice students
• Operates a variety of office machines
• Orders supplies
• Receives mail
• Distributes materials
• Proofreads memos, letters, and other correspondence for errors
• Performs other related duties as required

EMPLOYMENT STANDARDS AND WORKING CONDITIONS: Skills in:

• Operating a variety of office machines and equipment
• Performing accurate mathematical computations

Knowledge of:

• Word processing, spreadsheet, database, and presentation software applications
• Operation of a personal computer and Microsoft Word, Excel and Powerpoint
• Modern office practices, technology and procedures
• Rules, regulations, and laws pertaining to student records, graduation requirements
• Principles of good public relations
• Administrative practices such as good filing systems
• Purchasing procedures and requirements
• Mail procedures
• School/district programs such as transportation services
• Proper spelling, punctuation, grammar and business format
• Training methods
• Sources of data to complete forms, reports, and answer questions

Abilities to:

• Accurately type, format, and edit keyboarded materials using standard computer hardware and software
• Stay up to date on changes in processes, practices, and technologies
• Efficiently use modern office technology, equipment and applications
• Gather, read, analyze and interpret data
• Organize work for self and others
• accurately compute and post data
• Proofread materials
• Follow oral and written instructions
• Make mathematical computations to determine grade point average, etc.
• Write clearly and concisely
• Speak clearly and logically
• Pay attention to detail
• Work under pressure with a large number of records
• Maintain sensitivity to ethnic, religious, cultural, and sexual differences

APPOINTMENT

Employees who receive a regular appointment to the class must serve a probationary period of one hundred and thirty (130) days of paid service. During this period, an employee must demonstrate and overall level of satisfactory performance; failure to do so shall result in the employees termination without right of appeal to the Human Resources office.

Pay is based on actual hours worked.
Appointed candidate shall start at Step 1 ($2,648/month). Upon completion of 130 days probation and satisfactory evaluation, employee shall be advanced to Step 2. All other step advancement is granted each year after probationary period up to the maximum listed salary.