Registrar Technician
GovernmentJobs.com, Redlands, CA, United States
Registrar Technician
Reports To: Senior Administrator, Student Information and Reporting (or designee)
FLSA Status: Non-Exempt
School Classification: Classified
Pay Schedule: Range 2 ($24.92 - $28.88) *New hires are eligible for up to 5 years of service credit (up to Step F)
Work Schedule: 12 months
Location: Onsite and Remote Office
Position Summary: The registrar technician will support the operations of the school by supporting the registrar team. Duties will vary depending upon the needs of the school office and the department served.
Essential Duties and Responsibilities
General Duties
Follows policies and procedures that ensure the school operates within legal and school guidelines
Develops strong partnerships within organization in order to be efficient, improve processes, and support vision of Sage Oak
Maintains confidentiality of student and staff information
Maintains data in multiple databases where appropriate
Prepares and compiles data from a variety of sources when requested in order to support department
Improves registrar efficiency by helping to plan and implement registrar systems and policies
Oversees registrar with cum file maintenance
Operates a centralized telephone switchboard system, directs calls to appropriate personnel; receives and transmits messages; provides general information and assistance to callers as needed
Attends a variety of assigned meetings
Student Enrollment and Withdrawal
Assists with the collection of applications for admissions, reviews for accuracy and completeness and follows up regarding necessary supporting documents
Inputs accurate student data into the student information system (SIS) within legal guidelines
Reviews student files in order to identify pertinent data to be shared with other departments in order to optimize student outcomes.
Processes withdrawals in the SIS as needed
Ensures the withdrawal notifications are sent to district superintendent
Ensures that the student information system is up to date and proactively seeks out improvements in the enrollment and assigning process
Checks CALPADS for previous enrollment history, special program enrollment and SSIDs.
Maintains teacher spreadsheet with student adds/withdrawals
Cume File Maintenance
Creates, reviews, organizes, and maintains cume files and supporting documentation following school guidelines and processes
Organizes and maintains cumulative records of previous year students, including locating new school of attendance, contact, and mailing of records
Requests cume files from other schools
Prepares and sends cume files to other schools
Ensures cume files are in compliance with student record keeping laws and are ready for audit
Student Information System
Enters enrollment and withdrawal information
Researches and updates any withdrawal of high school students in order to maintain cohort accuracy
Ensures student and family data is correct and updated via Reg-edit process and collects supporting documentation as needed
Learns and utilizes the school database system to find information and run reports
Audits and maintains household data collection forms
Assists in the re-enrollment process
Administrative
Maintains physical and computerized records
Performs general tasks such as making copies, answering phones and delivering messages
CALPADS Discrepancies
Collaborates with Senior Administrator on resolving discrepancies, concurrent enrollments and multiple identifiers.
Other Duties
Responds to all school related written correspondence, phone calls, voicemails, and emails within 24 business hours
Refers all formal disciplinary actions involving students and staff to school management ensuring compliance with the school's Uniform Complaint Policy and the school's Uniform Technology Policy; addressing and resolving complaints from students, parents, and staff in a timely manner; and complying with the provisions of California Penal Code Section 11166 (Child Abuse and Neglect Reporting Act)
Performs other duties as assigned
Qualifications Guide
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
Education & Experience:
High school diploma or equivalent is required
Two years of clerical experience
One year of registrar experience required; Two (2) years preferred
Other Qualifications:
State and federal fingerprint clearance (LiveScan) to work with students (Ed. Code 44237). No prospective employee can report to work without this clearance being received and the Human Resources department notifying the immediate supervisor of this clearance.
Proof of a clear TB Tine test or signed Certificate of Completion dated within the last 60 days (Ed. Code 49406) upon employment and thereafter updated every four years
Knowledge:
Computer and technology literacy:
Operate office equipment including a calculator, copier, fax machine, computer and assigned software
Google docs, Google spreadsheets and other online collaboration tools to send and receive information
Basic arithmetic calculations
Skills:
Conflict resolution
Record-keeping techniques
Methods of collecting and organizing data and information
Abilities:
Embraces Sage Oak's core values
Maintains integrity at all times
Works independently with little direction
Maintains developed, clear communication and interpersonal skills that maintain a respectful, professional, and courteous manner
Maintains flexible and adaptable mindset
Demonstrates sensitivity to individual differences and cultural backgrounds
Maintains confidentiality of sensitive and privileged information
Follows established procedures and meets all established deadlines
Allocates time and resources effectively
Understand complex, multi-step written and oral instructions
Physical Demands:
Hear and speak to exchange information
Dexterity of hands and fingers
See to read a variety of materials
Bend at the waist, kneel or crouch
Sit or stand for extended periods of time
Lifting objects up to 50 pounds with or without assistance
Work Environment:
Office environment
Noise level is generally moderate
Meetings conducted in public and private settings
Indoor and outdoor in varying temperature
Employee must have available transportation and be able to drive up to 100 miles in a day
The above job description is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions and perform any other related duties as assigned by their supervisor.
Equal Opportunity:
Employer is an equal opportunity employer. Recruitment, hiring, and promotion of individuals in all job classifications will be conducted without regard to actual or perceived race (including traits historically associated with race, such as hair texture and hairstyle, including but not limited to braids, locks, and twists), color, creed, actual or perceived gender (including gender identity and gender expression), religion (all aspects of religious beliefs, observance or practice, including religious dress or grooming practices), marital status, registered domestic partner status, status as a victim of domestic violence, assault or stalking, age (40 and over), ethnicity, national origin or ancestry (including language use restrictions
Reports To: Senior Administrator, Student Information and Reporting (or designee)
FLSA Status: Non-Exempt
School Classification: Classified
Pay Schedule: Range 2 ($24.92 - $28.88) *New hires are eligible for up to 5 years of service credit (up to Step F)
Work Schedule: 12 months
Location: Onsite and Remote Office
Position Summary: The registrar technician will support the operations of the school by supporting the registrar team. Duties will vary depending upon the needs of the school office and the department served.
Essential Duties and Responsibilities
General Duties
Follows policies and procedures that ensure the school operates within legal and school guidelines
Develops strong partnerships within organization in order to be efficient, improve processes, and support vision of Sage Oak
Maintains confidentiality of student and staff information
Maintains data in multiple databases where appropriate
Prepares and compiles data from a variety of sources when requested in order to support department
Improves registrar efficiency by helping to plan and implement registrar systems and policies
Oversees registrar with cum file maintenance
Operates a centralized telephone switchboard system, directs calls to appropriate personnel; receives and transmits messages; provides general information and assistance to callers as needed
Attends a variety of assigned meetings
Student Enrollment and Withdrawal
Assists with the collection of applications for admissions, reviews for accuracy and completeness and follows up regarding necessary supporting documents
Inputs accurate student data into the student information system (SIS) within legal guidelines
Reviews student files in order to identify pertinent data to be shared with other departments in order to optimize student outcomes.
Processes withdrawals in the SIS as needed
Ensures the withdrawal notifications are sent to district superintendent
Ensures that the student information system is up to date and proactively seeks out improvements in the enrollment and assigning process
Checks CALPADS for previous enrollment history, special program enrollment and SSIDs.
Maintains teacher spreadsheet with student adds/withdrawals
Cume File Maintenance
Creates, reviews, organizes, and maintains cume files and supporting documentation following school guidelines and processes
Organizes and maintains cumulative records of previous year students, including locating new school of attendance, contact, and mailing of records
Requests cume files from other schools
Prepares and sends cume files to other schools
Ensures cume files are in compliance with student record keeping laws and are ready for audit
Student Information System
Enters enrollment and withdrawal information
Researches and updates any withdrawal of high school students in order to maintain cohort accuracy
Ensures student and family data is correct and updated via Reg-edit process and collects supporting documentation as needed
Learns and utilizes the school database system to find information and run reports
Audits and maintains household data collection forms
Assists in the re-enrollment process
Administrative
Maintains physical and computerized records
Performs general tasks such as making copies, answering phones and delivering messages
CALPADS Discrepancies
Collaborates with Senior Administrator on resolving discrepancies, concurrent enrollments and multiple identifiers.
Other Duties
Responds to all school related written correspondence, phone calls, voicemails, and emails within 24 business hours
Refers all formal disciplinary actions involving students and staff to school management ensuring compliance with the school's Uniform Complaint Policy and the school's Uniform Technology Policy; addressing and resolving complaints from students, parents, and staff in a timely manner; and complying with the provisions of California Penal Code Section 11166 (Child Abuse and Neglect Reporting Act)
Performs other duties as assigned
Qualifications Guide
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
Education & Experience:
High school diploma or equivalent is required
Two years of clerical experience
One year of registrar experience required; Two (2) years preferred
Other Qualifications:
State and federal fingerprint clearance (LiveScan) to work with students (Ed. Code 44237). No prospective employee can report to work without this clearance being received and the Human Resources department notifying the immediate supervisor of this clearance.
Proof of a clear TB Tine test or signed Certificate of Completion dated within the last 60 days (Ed. Code 49406) upon employment and thereafter updated every four years
Knowledge:
Computer and technology literacy:
Operate office equipment including a calculator, copier, fax machine, computer and assigned software
Google docs, Google spreadsheets and other online collaboration tools to send and receive information
Basic arithmetic calculations
Skills:
Conflict resolution
Record-keeping techniques
Methods of collecting and organizing data and information
Abilities:
Embraces Sage Oak's core values
Maintains integrity at all times
Works independently with little direction
Maintains developed, clear communication and interpersonal skills that maintain a respectful, professional, and courteous manner
Maintains flexible and adaptable mindset
Demonstrates sensitivity to individual differences and cultural backgrounds
Maintains confidentiality of sensitive and privileged information
Follows established procedures and meets all established deadlines
Allocates time and resources effectively
Understand complex, multi-step written and oral instructions
Physical Demands:
Hear and speak to exchange information
Dexterity of hands and fingers
See to read a variety of materials
Bend at the waist, kneel or crouch
Sit or stand for extended periods of time
Lifting objects up to 50 pounds with or without assistance
Work Environment:
Office environment
Noise level is generally moderate
Meetings conducted in public and private settings
Indoor and outdoor in varying temperature
Employee must have available transportation and be able to drive up to 100 miles in a day
The above job description is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions and perform any other related duties as assigned by their supervisor.
Equal Opportunity:
Employer is an equal opportunity employer. Recruitment, hiring, and promotion of individuals in all job classifications will be conducted without regard to actual or perceived race (including traits historically associated with race, such as hair texture and hairstyle, including but not limited to braids, locks, and twists), color, creed, actual or perceived gender (including gender identity and gender expression), religion (all aspects of religious beliefs, observance or practice, including religious dress or grooming practices), marital status, registered domestic partner status, status as a victim of domestic violence, assault or stalking, age (40 and over), ethnicity, national origin or ancestry (including language use restrictions