Registrar

Conejo Valley Unified School District•Thousand Oaks, CA

About The Position

Under the direction of an assigned supervisor, the Registrar performs complex clerical record-keeping duties related to student record management, including high school enrollment, transfers, withdrawals, and transcript evaluation according to established policies and procedures. The role uses automated and manual systems to maintain accurate records, support graduation processes, respond to inquiries, and prepare reports. The position requires handling confidential materials and providing service to students, counselors, parents, schools, and other personnel. Applicants complete an online application that must document all relevant work experience. The examination process includes a General Fitness Exam evaluating fundamental clerical knowledge and proficiency in Microsoft Word and Excel 2010, followed for successful candidates by a structured oral interview assessing technical knowledge, experience, and general fitness for the position. Dates listed in the posting are November 12 for the General Fitness Exam and the week of November 16 for the interview; no year is specified.

Requirements

High school diploma or equivalent.
Two years of experience performing progressively responsible clerical or secretarial duties, including data or record management and public contact. Alternate education/experience variations may be considered by Personnel Commission staff.
Valid California Class C Driver's License.
Complete California Department of Justice/Federal fingerprinting and tuberculosis screening before employment.
Demonstrated competence may be assessed through job knowledge or experience-based selection tests.
Knowledge of records maintenance, storage, and retrieval; filing systems; English usage, grammar, spelling, punctuation, and vocabulary; applicable laws, codes, regulations, policies, and procedures; telephone techniques and etiquette; transcript evaluation and processing; interpersonal skills; and modern office practices, procedures, and equipment.
Ability to learn and apply program rules and regulations; work effectively with a diverse student and community population; safeguard confidential materials; analyze situations and take effective action; follow verbal and written directions; communicate effectively orally and in writing; maintain record-keeping systems and cooperative working relationships; meet schedules; work independently under general direction; produce high-quality work; and maintain an appropriate work pace.

Nice To Haves

Experience managing student records is desirable.

Responsibilities

Perform student enrollment and withdrawal functions in the Zangle/Q student information system while complying with applicable laws, codes, rules, regulations, and District procedures.
Create and distribute enrollment information and registration packets, including related correspondence.
Request, receive, evaluate, and interpret national and international student transcripts; transcribe credits to District standards with counselor or assistant principal approval.
Audit hours or credits for comparable courses, enter information into the student information system, provide transcripts to other schools, record grades, coordinate grade reports, calculate grade point averages, and correct errors in student records and grade reports.
Prepare graduate name lists for commencement programs, order diplomas, prepare senior credit-deficiency lists for counselors, compile failing grades and final diploma-recipient lists, determine valedictorian and salutatorian from final grades, record graduation dates, and send graduate transcripts by college deadlines.
Respond in person or by telephone to inquiries from students, counselors, parents, schools, and personnel about records, transcripts, graduation, attendance, statistics, grade point averages, enrollment procedures, and other technical matters.
Use the course database to prepare senior grade point averages according to State guidelines and file them electronically with the California Student Aid Commission by the designated deadline.
Organize storage of cumulative student files and other records; send permanent records to District archives on schedule; and use electronic and manual systems to collect, retain, and retrieve information.
Compile information for surveys, reports, immigration, employment, and graduation verification.
Ensure student classification data in Zangle is accurate by responding to system audits conducted by District departments.
Prepare and maintain State and District records, reports, and files, including CBEDS statistical data on dropouts and graduates.
Perform other job-related duties as assigned.