Central Registrar

Academy School District 20•Colorado Springs, CO

1d•$23 - $24•Onsite

About The Position

Maintains and updates accurate and secure data in student database. Maintains records and monitors procedures and practices for compliance with policies and laws related to the department. Registration of all students in Academy District 20. Compilation and analysis of registration data for district administration, CDE data pipeline, and other departments. The following statements are illustrative of the essential functions of the job and other key duties that may be required. The description may not include all functions performed by the incumbents in various locations. The district reserves the right to modify or change the duties or the essential functions of this job at any time. Reports consistently for work as scheduled Performs other duties as assigned Attains proficient or higher evaluations on established Performance Standards Answers telephone and greets visitors, providing information and routing inquiries as appropriate Answers telephone, provides information to callers, takes messages, forwards phone calls as appropriate; greets visitors to building courteously, determines their needs, and provides information or directions Assists department head with maintenance of departmental budget Circulates pertinent information as advised by the supervisor Composes, performs, and types routine correspondence and reports and updates lists Coordinates and processes student transcript requests for inactive students, active students during summer break Develops and implements office procedures and methods to ensure the efficiency of operations Develops, prepares and processes reports which require research, computation, and compilation Disseminates sensitive issues or interaction with professionalism and confidentiality Ensures the accurate registration of all students and the dissemination of student records to the receiving school Files and sorts a variety of documents including sensitive and confidential information Interprets and explains district rules, regulations, and procedures to the public Maintains a complete set of accurate and timely student records containing data such as grades, credits, GPA, names, and behavior Maintains and/or prepares payroll records for guest and regular staff, including completing guest staff pay receipts, accounting for staff absences, and providing payroll records to Business Services Maintains office filing system Maintains responsibility for the clerical operations of a departmental office Maintains various databases and reports Maintains various databases, reports, and office filing systems Opens, sorts, and distributes incoming mail, and/or prepares outgoing mail as required Performs a variety of duties using various types of office equipment Performs a variety of duties using various types of office equipment Performs routine activities related to departmental functions Performs routine typing activities related to departmental functions Prepares correspondence and updates lists Prepares proposals and amendments for grants and reports for State Department and district administration, and resolutions to the Board of Education Processes and inputs data entry for student registration Processes and inputs data related to specific responsibilities Processes purchase orders and requisitions as required, tracks orders as received, and maintains records of office purchases Processes purchase requisitions for office equipment, maintenance needs, staff expenses, and office supplies Provides assistance to other Central Registry office staff Researches, compiles, and dispenses information to citizens, businesses, and other district agencies regarding district transactions Sets up, files, and sorts a variety of documents, to include sensitive and confidential information Supports school personnel with procedural information, policies, and regulations Tracks and verifies student information for out-of-district and preschool programs on a weekly basis Verifies and interprets guardianship documentation as needed Verifies authenticity of documents presented to establish residential eligibility of a student Works closely with building principals and secretaries to maintain accurate data

Requirements

Ability to access, input, and retrieve information in various software systems
Ability to adapt to changing technologies and to learn functionality of new equipment and systems
Ability to communicate effectively verbally and in writing
Ability to compile and type statistical reports
Ability to create, access, input, retrieve, and manipulate information in various software systems
Ability to establish and maintain accurate record keeping, document management, and filing systems
Ability to establish and maintain effective working relationships with individuals from many diverse backgrounds and professions including supervisors, administrators, coworkers, staff, students, parents, and the general public
Ability to follow oral and written instructions
Ability to greet and interact with the public in a courteous and professional manner
Ability to interpret and analyze a variety of documentation
Ability to maintain accurate filing system and related files
Ability to maintain confidentiality
Ability to manage simultaneous demands and set clear priorities
Ability to operate standard office equipment, performing a wide range of supportive clerical tasks
Ability to perform routine bookkeeping and clerical accounting tasks effectively and efficiently
Ability to perform routine office management skills independently
Ability to plan, coordinate, and research a variety of problem-solving and fact-finding study projects
Ability to train others in procedures and the use of equipment
Ability to use database and spreadsheet software effectively
Ability to work days, hours, locations, and assignments as directed by the supervisor within the position responsibilities
Ability to work independently without direct supervision
Commitment to the education of students as a primary responsibility
Communicates effectively with students and adults in a wide variety of settings
Computer proficiency including office productivity applications
Demonstrated ability to manage simultaneous demands and set clear priorities
Demonstrated ability to work well with others in a team setting
Demonstrates citizenship, compassion, courage, discernment, excellence, honesty, hope, integrity, patience, perseverance, reliability, respect, responsibility, and trustworthiness
Demonstrates effective organizational and time management skills
Detail-oriented
Energetic, creative, innovative, flexible
Excellent cooperative, collaborative, and problem-solving skills
Knowledge of basic office methods and procedures, to include appropriate telephone etiquette
Knowledge of basic technology and related software
Knowledge of record keeping and filing techniques
Knowledge of, and demonstrated successful experience in, human relations and communications
Promotes a positive climate, culture, and community
Strong communication skills
Strong mathematical skills
Strong organizational, interpersonal, written, listening, and verbal communication skills
Student-centered and relationship-focused
Thorough knowledge of basic office methods and procedures, to include appropriate telephone etiquette, spelling, punctuation, and grammar
Thorough knowledge of laws, rules, regulations and procedures related to district operations and departmental functions
Understanding of data privacy laws and their implications for the educational community
Willingness to participate in ongoing training as required
High school graduate -high school diploma or equivalent

Nice To Haves

General Office Experience in an Educational Setting

Responsibilities

Reports consistently for work as scheduled
Performs other duties as assigned
Attains proficient or higher evaluations on established Performance Standards
Answers telephone and greets visitors, providing information and routing inquiries as appropriate
Answers telephone, provides information to callers, takes messages, forwards phone calls as appropriate; greets visitors to building courteously, determines their needs, and provides information or directions
Assists department head with maintenance of departmental budget
Circulates pertinent information as advised by the supervisor
Composes, performs, and types routine correspondence and reports and updates lists
Coordinates and processes student transcript requests for inactive students, active students during summer break
Develops and implements office procedures and methods to ensure the efficiency of operations
Develops, prepares and processes reports which require research, computation, and compilation
Disseminates sensitive issues or interaction with professionalism and confidentiality
Ensures the accurate registration of all students and the dissemination of student records to the receiving school
Files and sorts a variety of documents including sensitive and confidential information
Interprets and explains district rules, regulations, and procedures to the public
Maintains a complete set of accurate and timely student records containing data such as grades, credits, GPA, names, and behavior
Maintains and/or prepares payroll records for guest and regular staff, including completing guest staff pay receipts, accounting for staff absences, and providing payroll records to Business Services
Maintains office filing system
Maintains responsibility for the clerical operations of a departmental office
Maintains various databases and reports
Maintains various databases, reports, and office filing systems
Opens, sorts, and distributes incoming mail, and/or prepares outgoing mail as required
Performs a variety of duties using various types of office equipment
Performs a variety of duties using various types of office equipment
Performs routine activities related to departmental functions
Performs routine typing activities related to departmental functions
Prepares correspondence and updates lists
Prepares proposals and amendments for grants and reports for State Department and district administration, and resolutions to the Board of Education
Processes and inputs data entry for student registration
Processes and inputs data related to specific responsibilities
Processes purchase orders and requisitions as required, tracks orders as received, and maintains records of office purchases
Processes purchase requisitions for office equipment, maintenance needs, staff expenses, and office supplies
Provides assistance to other Central Registry office staff
Researches, compiles, and dispenses information to citizens, businesses, and other district agencies regarding district transactions
Sets up, files, and sorts a variety of documents, to include sensitive and confidential information
Supports school personnel with procedural information, policies, and regulations
Tracks and verifies student information for out-of-district and preschool programs on a weekly basis
Verifies and interprets guardianship documentation as needed
Verifies authenticity of documents presented to establish residential eligibility of a student
Works closely with building principals and secretaries to maintain accurate data