District Registrar (11741)

POSITION SUMMARY

The job of Elementary Registrar is done for the purposes of providing support to the educational process with specific responsibilities for collecting processing coordinating reporting retaining microfilming storing and purging District student data records and continuously monitoring records to ensure accuracy of student information; ensuring compliance with required policies procedures regulations and state reporting and documenting requirements; and providing information and/or direction to others.

This job reports to SAIS Coordinator.

Disclaimer: The following duties are not intended to serve as a comprehensive list of all duties performed by all employees in this classification only a representative summary of primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional position specific duties.

ESSENTIAL FUNCTIONS

• Archives student records in accordance with the Arizona State Library Archives and Public Records Education Code and District policies and regulations.
• Assists with the dissemination of truancy letters and notifications for the purpose of improving student attendance.
• Audits all new student enrollments for accuracy of information and documentation e.g. entry date entry code proof of residency contacts prior District enrollment distribution of request for records utilization of AzEDS Identity Student Unique Identifier Search track for the 45day screener notification to appropriate departments for specific needs including special education Native American English learners publishes to PowerSchool provides notice to school staff of missing documents and tracks completion for the purpose of maintaining complete student records.
• Audits all student withdrawals to ensure accurate records e.g. withdrawal date withdrawal code attendance special program exit date between the information reflected in the student cumulative file and the information within the student information system for the purpose of compliance with state requirements.
• Creates and maintains a districtwide spreadsheet to track open enrollment requests verifies acceptance at the school level ensures that notifications have been provided to parents/guardians and the Next School Indicator is completed in the student information system for the purpose of assisting in the student enrollment process.
• Ensures student grades are posted and verifies where hard copies of grade books are retained for the purpose of compliance with state regulations.
• Monitors attendance reports and tracks log entries for absence notifications to parents at three five and eightday student absences for the purpose of generating reports for principals and notifying the school counselor the school community liaison McKinneyVento in order to recognize patterns of absences.
• Performs audits of students withdrawn with an exit code of W41 to update student records in the Districts student information system in accordance with the Arizona Department of Education (ADE) Dropout Tracker and Shared Student Enrollment reports for the purpose of maintaining accurate student data.
• Performs periodic checks of student cumulative files to verify compliance with state and district guidelines.
• Records all incoming and outgoing student records for the purpose of maintaining an audit trail.
• Reviews the districtwide daily student signin and signout sheets to verify the records are being completed and retained for audit documentation in compliance with state guidelines. Reviews cumulative files of incoming students for all required documents for the purpose of adherence to state and district guidelines.
• Safeguards and maintains the confidentiality of student information stored and discussed in the schools for the purpose of adhering to federal state and district rules and regulations.
• Secures daily ADE STUD74 Student Excessive Absence Reports (10day consecutive absences) and provides notification to schools of identified students for the purpose of adhering to state guidelines for student attendance.
• Supports the school office staff as needed for the purpose of maintaining District operations.
• Tracks where exited students subsequently enroll to update the student cumulative files and records in the student information system for the purpose of complying with state guidelines.
• Updates annually all student cumulative files with transcripts of final grades and/or final report cards standard assessments summary of attendance updated immunizations and open enrollment regarding enrollment forms for the purpose of maintaining complete records.
• Verifies attendance is taken twice daily on a districtwide basis for the purpose of maintaining accurate attendance records.

OTHER FUNCTIONS

Performs other duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.

Job Requirements: Minimum Qualifications

SKILLS KNOWLEDGE ABILITIES

SKILLS are required to perform multiple tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skill based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment including pertinent software applications; preparing and maintaining accurate records.

KNOWLEDGE is required to perform basic math including calculations using fractions percents and/or ratios; read a variety of manuals write documents following prescribed formats and/or present information to others; and understand complex multistep written and oral instructions. Specific knowledge based competencies required to satisfactorily perform the functions of the job include: codes regulations and laws related to student records; business telephone etiquette.

ABILITY is required to schedule activities; gather and/or collate data; and use basic jobrelated Equipment. Flexibility is required to work with others in a variety of circumstances; work with data utilizing defined and similar processes; and operate equipment using defined methods. Ability is also required to work with a diversity of individuals and/or groups; work with a variety of data; and utilize a variety of jobrelated equipment. Problem solving is required to identify issues and create action plans. Problem solving with data may require independent interpretation; and problem solving with equipment is limited. Specific ability based competencies required to satisfactorily perform the functions of the job include: establishing and maintaining effective working relationships; working with detailed information/data and meeting deadlines and schedules; communicating with diverse groups of individuals; working with frequent interruptions; setting priorities and working under minimal supervision; maintaining confidentiality; ability to read write and communicate clearly in English.

Responsibility

Responsibilities include: working under direct supervision using standardized routines; providing information and/or advising others; utilization of some resources from other work units is often required to perform the jobs functions. There is a continual opportunity to have some impact on the organizations services.

Work Environment

The usual and customary methods of performing the jobs functions require the following physical demands: some lifting carrying pushing and/or pulling some stooping kneeling crouching and/or crawling and significant fine finger dexterity. Generally the job requires 75% sitting 15% walking and 10% standing. The job is performed in a generally hazard free environment.

Experience: Job related experience is desired.

Education: High school diploma or equivalent.

Equivalency: Any equivalent combination of training education and experience that meets minimum Educ./Training

Clearances:Criminal Background Clearance

FLSA Status NonExempt

Casa Grande Elementary School District does not discriminate on the basis of race color religion national origin age sex or disability in admission or access to or treatment or employment in its programs and activities. Any person having inquiries concerning the Schools compliance with the regulations implementing Title VI of the Civil Rights Act of 1964 (Title VI) Section 504 of the Rehabilitation Act of 1973 (Section 504) Title II of the Americans with Disabilities Act of 1990 (ADA) or Title II of the Genetic Information Non Discrimination Act of 2008 (GINA) may contact the Director of Talent Acquisition & Employee Services.

This is a 12month position.