High School Registrar - Secretary II

JOB SUMMARY:

The NHS Registrar works in an office setting serving staff students and the general public. The registrar is responsible for maintaining and updating students cumulative school records fulfilling transcripts requests compiling school data processing new enrollments and transfers and maintaining confidential records in the vault. The Registrar interfaces regularly with students administrators teachers and parents. The work requires a high level of professional decorum a calm demeanor and the ability to serve as a role model to coworkers and high school students. This position requires a commitment to maintaining the highest level of confidentiality with student information. Although the Registrar does not have supervisory responsibilities they may provide training or direction to staff students and volunteers.

QUALIFICATIONS:

Knowledge Skills Abilities: Knowledge of: business English word processing and spreadsheet software with emphasis on Microsoft Office. Skilled in: keyboarding ten-key adding machine and computer entry/operation. Ability to: perform detailed assignments with a high degree of accuracy and thoroughness; compose memoranda and letters with clarity; understand and follow written and oral instructions; meet the public and create a good impression; receive screen and give varied information to callers; maintain confidential information. Flexible and willing to do a variety of jobs. Ability to communicate with Spanish speaking students and adults preferred.

Experience: At least three years secretarial experience.

Education: High school diploma or general education degree (GED).

Certification Required: None

ESSENTIAL JOB FUNCTIONS:

1. Coordinate and keep records of student withdrawals.
2. Prepare reports of transfers and withdrawals indicating the reason for each student departure from the school system.
3. Review provide data entry and verify accuracy of transcripts of incoming students.
4. Maintain student permanent records as required by district policy and procedures.
5. Supervise the preparation and transmittal of transcripts and other official documents relating to students.

1. Respond to request for information about students from colleges prospective employers other school districts and similar agencies with legitimate interests.
2. Manage data entry of student records as appropriate.
3. Assist in the scheduling processes.
4. Provide clerical assistance to counselors and building administrators as required.
5. Coordinate grade verification and post grades.
6. Complete Early Leaver report and Completers report.
7. Coordinate the registration and withdrawal of students.
8. Maintain student permanent records as required by district policy and procedures.
9. Maintain transcripts and other official documents or information relating to students.
10. Coordinate grade verification and post grades. Print and process report cards and progress reports.
11. Complete Early Leaver report and Completers report.
12. Perform other duties as assigned by building administrators.

JOB REQUIREMENTS:

High school diploma and experience serving in an office setting. Genuine understanding of adolescents and sincere desire to assist students. Excellent organizational skills. Ability to (1) communicate effectively; (2) develop and maintain positive relations with students staff parents and public; (3) receive screen and give varied information to callers; (4) adept at Google Suite (Docs Sheets) and other office machines (phone printer/copier/fax); (5) maintain confidentiality; (6) compose with clarity a variety of correspondence. Knowledge of: (1) school counseling procedures and functions; (2) student cumulative files; and (3) office procedures and practices. Employment contingent upon fingerprinting and acceptable performance on in-district clerical skills test.

Language Skills: Ability to read English and comprehend complex technical language. Ability to write memos and correspondence in English. Ability to effectively present information in one-to-one small group situations.

Mathematical Skills: Ability to perform basic mathematical calculations with a high degree of accuracy.

Reasoning Ability: Ability to apply common sense to carry out detailed but basic written or oral instructions in English. Ability to deal with problems involving a few concrete variables in standardized situations.

Other Skills and Abilities: Ability to work collaboratively and establish and maintain effective working relationships with co-workers supervisor(s) staff students parents and community.

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.

While performing the duties of this job the employee is frequently required to walk and may be continuously required to stand. The employee will frequently bend or twist at the neck and trunk while performing the duties of this job. The employee is occasionally required to reach with hands and arms and stoop kneel crouch or crawl. The employee continuously uses hand strength to grasp tools. The employee must be able to lift and/or move up to 10 pounds. The employee may be required to sit at a desk and use a computer for long periods of time.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

Works in a school environment. Able to use a telephone operate a computer and use other office equipment. Able to drive to other program sites and meetings.

TERMS OF EMPLOYMENT:

Works a 220-day schedule with holidays and recess breaks as established. Performance will be evaluated in accordance with Board policy on the evaluation of Classified personnel.

Classification/Location:Classified Full-time Position atNewberg High School

Calendar/Benefits:220 day Calendar 8 hours per day. Start Date: August 5th 2025.

Range 11 of 2025-26 Classified Wage Schedule $21.50 - $27.35 per hour.

Newberg School District pays 6% PERS contribution provides a generous insurance cap and long-term disability insurance. Optional Life AD&D insurance Short Term Disability Tax Shelter Annuities Section 125 health and dependent care accounts and Employee Assistance Program through Uprise Behavioral Health also available to all staff.

The information contained in this job description for compliance with the Americans with Disabilities Act (ADA) is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this or similar. Positions and additional duties may be assigned. To perform this job successfully an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge skill and/or ability required. Reasonable accommodations to enable individuals with disabilities to perform the essential functions of this job may be made. Newberg Public Schools is an Equal Opportunity Employer and Actively Seeks Minority District complies with Equal Opportunity/Affirmative Action/Title IX Requirements Applicants who best meet the requirements of the position will be invited for an interview.