Job Title: Virtual School Registrar

Reports To: Virtual School Principal

FLSA Status: Non-Exempt

Job Posting: This posting is open until filled

Hours Per Day: 3

Days Per Year: 152

Start Date: As soon as possible

JOB SUMMARY

The Registrar (Virtual Programs) coordinates, plans, and implements enrollment, registration, and record management functions, including attendance and course completion, by advising and providing support to students and families during the registration process and throughout the school year. Ensures consistency in records management, registration and enrollment practices while maintaining accuracy and confidentiality. Must have knowledge of Federal, State, and District laws, policies, procedures, and best practices regarding school choice, enrollment and registration. Provides assistance with coordination and application of procedures for enrollment and registration including reporting requirements at each school.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Essential duties of this position include the following. Employees in this position perform some or all of the following tasks. Other duties may be assigned.

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  Follows and maintains knowledge of all District policies and procedures.
• Performs general office duties including answering multi-line phones, routing telephone calls or messages to appropriate staff, greeting the public, typing, proofreading, and filing.
• Researches, creates, inputs, formats, organizes and edits relevant data as needed or requested and prepares in a usable format for the school principal or his/her designees.
• Completes a high volume of computer work, using District computer programs, to input a high volume of data with speed and accuracy, including confidential data, in an environment with constant interruptions.
• Independently or in accordance with general instruction, composes correspondence on a wide range of subjects, requiring knowledge of procedures and policies of the assigned area.
• Assists with maintaining and filing students' cumulative records.
• Answers inquiries concerning standardized policies, procedures, and regulations.
• Enters attendance and updates on a daily basis. Monitors the absence call list and makes calls as needed.
• Sends out irregular attendance letters as needed.
• Works in collaboration with the Principal, Counselors, and other relevant staff to maintain a list of students with attendance issues, in an effort to facilitate better attendance habits.
• Manages special projects as assigned.
• Assists with district/state reports as needed.
• Processes student's enrollment, withdrawals, immunization records and creates reports, as needed.
• Professionally represents the school and the District in interactions with parents, community, staff and students.
• Maintains appropriate certifications and training hours as required.
• Complies with applicable district, state, local and federal laws, rules and regulations.
• Attends work regularly and is punctual.

MARGINAL DUTIES AND RESPONSIBILITIES

Marginal duties of this position include the following. Employees in this position perform some or all of the following tasks. Other duties may be assigned.

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  Attends in-service trainings as relevant.
• Assists other office staff, as needed.
• Troubleshoots office machinery (copy, fax, postage meter etc.).
• Reports issues to authorities as necessary, DHS, suspicious activity etc.

SUPERVISORY RESPONSIBILITIES

All school employees have some responsibility for supervising students and assisting in maintaining a safe environment.

QUALIFICATIONS

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Education and/or Experience: High school diploma or General Education Diploma (GED) and at least one-year related experience and/or training or equivalent combination of education and experience. Associates degree (A.A.) or equivalent strongly preferred. Ability to accurately enter and retrieve computerized data. Prior successful experience working in a school office setting strongly preferred.
• Interpersonal Skills: Works well with others from diverse backgrounds. Focuses on solving conflict; maintaining confidentiality; listening to others without interrupting; keeping emotions under control; remaining open to others’ ideas and contributing to building a positive team spirit. Demonstrated ability to multi-task and work with staff, students and parents.
• Language Skills: Ability to communicate fluently in English both verbally and in writing. Ability to effectively present information and respond effectively to questions in one-on-one, small group situations which include, staff, administrators, directors, and community members. Ability to read and interpret documents such as financial reports, legal documents, business periodicals, professional journals, procedure manuals, governmental regulations, safety rules, and service contracts. Ability to write routine reports, procedure manuals, and correspondence. Ability to respond to common inquiries and/or complaints from staff, community members, regulatory agencies, and business community.
• Mathematical Skills: Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals. Ability to compute rate, ratio, and percent and draw and interpret bar graphs.
• Reasoning Ability: Ability to apply and solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
• Computer Skills: Knowledge of computer usage and ability to use District selected database software, accounting, internet software, e-mail, word processing software, course platform software, etc. Ability to type accurately and proficiently.
• Other Skills and Abilities: Ability to appropriately communicate with staff, students, parents, vendors and community. Ability to meet timelines and exercise good judgment while working in a dynamic environment.
• Certificates, Licenses, Registration: Certificates as determined by the District. Ability to obtain a valid CPR/First Aid card, Oregon Driver License, and bloodborne pathogen training.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to walk, stand, sit, use hands for fine manipulation, handle or feel and reach with hands and arms using a keyboard and video display terminal. The employee is frequently required to stoop, kneel, and crouch. The employee must regularly lift and/or move up to 15 pounds and occasionally up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, ability to adjust focus. THESE ARE EXAMPLES – THEY WILL VARY DEPENDING ON JOB

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The work environment combines the standard office setting with standard office equipment including, (fax, copier, phone, computer, 10-key, etc.) with a standard school setting. The noise level in the work environment is usually low to moderate depending upon student population and activities. The employee may be exposed to bloodborne pathogens.

This job may be done virtually. Work conditions for remote work will vary.

OTHER

Note: This is not necessarily an exhaustive or all-inclusive list of responsibilities, skills, duties, requirements, efforts, functions or working conditions associated with the job. This job description is not a contract of employment or a promise or guarantee of any specific terms or conditions of employment. The school district may add to, modify or delete any aspect of this job (or the position itself) at any time as it deems advisable.