Registrar

Hamilton County Department of Education; East Ridge (TN); On-site; USD 32,000 - 42,000; Full time

Job summary

Hamilton County Schools in Chattanooga, TN is seeking a Records Clerk to maintain permanent academic records for enrolled students at East Ridge High School. The role involves processing registrations, withdrawals, and transcript requests, and keeping data current in the student information system.

Emphasis is placed on accuracy, confidentiality, and timely service to students and families. The position requires high school graduation and strong organizational and communication skills; prior

Qualifications

• Excellent verbal and written communication with school stakeholders.
• Ability to organize and prioritize tasks in a busy records office.
• Customer service orientation and attention to accuracy in records.

Responsibilities

• Maintains complete, accurate academic history and permanent records for students.
• Processes registration, enrollment, withdrawal and record updates in the student information system.
• Posts grades, transcripts, and related data; ensures confidentiality and compliance with policies.
• Interacts professionally with students, families, staff, and external partners.
• Prints and distributes reports, rosters, and labels; assists with college applications and scholarships.

Skills

Verbal and written communication

Organizational skills

Education

High school diploma or GED

Job description

Overview

Hamilton County Schools, located in Chattanooga, TN, is working to ensure that all students thrive and experience a future without limits. We are committed to excellence for every student and are seeking outstanding leaders, teachers, support staff, and district employees who desire to make a difference in the lives of students. With nearly 75 schools, we are confident that you can find your place in Hamilton County. Learn more about working for Hamilton County Schools at careers.hcde.org and get to know us and our strategic plan, Opportunity 2030. The purpose of this job is to maintain permanent academic and registration records for enrolled students.

East Ridge High School

East Ridge High School is looking for positive, energetic leaders to join us in helping our future student leaders Engage, Relate, Honor and Serve our thriving community. We are a diverse school community and expect all candidates who apply for our positions will embrace our paradigms and actively participate in learning, living, and teaching so we can continue to empower our diverse learners to succeed.

In addition to this expectation, qualified applicants should possess exceptional skills in the following areas: relationship building; communication in all forms with students, staff, and parents; classroom management; planning and providing relevant and meaningful instruction; student engagement; collaboration with teammates, coaches, and administration; problem-solving; and creativity.

If you are passionate about meeting the needs of the whole child, excited about growing as an educator through participation in ongoing professional development, and motivated to go above and beyond the status quo to see our staff and students succeed, East Ridge High is the place for you! Go Pioneers!

Responsibilities

• Acts in a professional, respectful, and welcoming manner at all times.
• Creates a customer-focused climate and provides quality services and support to school and other stakeholders.
• Complies with applicable district, state, and federal codes, laws, rules, regulations, standards, policies and procedures.
• Compiles, prepares, and maintains a complete, accurate, and current academic history to serve as official transcript for each student enrolled in schools in the System; prepares, updates and maintains permanent record cards and cumulative folders for each student; creates permanent record cards and cumulative folders on all new/incoming students; enters and updates computer data, including data pertaining to new students, transfers, withdrawals, graduations, school schedules, and other data.
• Processes registration of new students; provides students with all necessary enrollment forms; enters enrollment data in computer; schedules appointments with counselors; requests previous records for new/transferring students from previous schools; sends records for transferred students to new schools.
• Processes withdrawals of students; initiates withdrawal forms; de-activates withdrawn students in computer; explains withdrawal procedures to parents and students.
• Receives documentation and/or computer records of student grades, test scores, health records, and personal information; posts school grades, test results, summer school grades, and grade changes on permanent record cards and cumulative folder labels; reviews and files health and immunization records; posts student activities on records; calculates grade point averages (GPA) for juniors and seniors; calculates credits; ranks juniors and seniors for scholarship and award eligibility.
• Processes a variety of documentation associated with department operations within designated timeframes and per established procedures.
• Performs customer service functions; answers telephone calls and greets visitors; provides assistance and information related to student records, documentation, department procedures, fees, forms, or other issues; responds to routine questions/complaints and initiates problem resolution. Interacts with all stakeholders in a professional and respectful manner.
• Receives monies in payment for transcripts, documentation, or other fees/services; records transactions, issues receipts, prepares bank deposits, and forwards revenues as appropriate.
• Processes records of graduated seniors; records date of graduation of seniors on permanent cards; enters graduate status into computer; purges cumulative folders, marks folders with graduated status, and forwards to Central Offices; compiles roster of graduating seniors to be sent with folders.
• Processes records of students below graduation status; enters current status of student retentions or promotions to next grade; compiles registration data and retention lists for cumulative records; transfers cumulative records and permanent cards to next grade level.
• Processes all transcript requests for current and former students; produces official transcripts and copies of transcripts and forwards as appropriate; sends final transcripts and other pertinent information to colleges on seniors; evaluates transcripts for new students for credits to create their permanent record card and cumulative records.
• Prints and distributes report cards; prepares progress reports for teachers; creates and prints computer-generated name labels, mailing labels, or grade labels.
• Distributes and collects information for private school applications submitted by parents, including test scores, teacher records, grades, and health records.
• Completes and processes driving permit forms; verifies grade point average for driving discounts.
• Collects and reviews lunch applications and fee waiver forms; forwards to appropriate personnel.
• Completes Social Security forms and other forms for students.
• Organizes, processes, and coordinates printing of Course Description Guide for pre-registration.
• Assists students and counselors with preparation of college applications and scholarship forms.
• Makes copies of academic records, progress reports, report cards, or health records as requested and distributes to authorized individuals/agencies in accordance with policies.
• Conducts research of student records as requested; checks grades as requested by teachers or other individuals.
• Submits required reports to State offices or other agencies/individuals as appropriate; completes all reports for Central Office and State of Tennessee for graduates and non-graduates; notifies State of any student failing to meet attendance or grade requirements.
• Types, prepares, or completes various forms, reports, correspondence, logs, checklists, lists, registration forms, enrollment forms, withdrawal forms, permanent record cards, cumulative records, student records, grade change forms, transcripts, end-of-year reports, class rosters, class count reports, course description guides, lunch applications forms, fee waiver forms, or other documents.
• Monitors inventory of department supplies and forms; ensures availability of adequate materials to conduct work activities; initiates requests/orders for new/replacement supplies.
• Communicates through the proper channels to keep supervisor and other appropriate personnel informed of impending problems or events of unusual nature.
• Follows established procedures for ensuring assigned areas are safe.
• Works collaboratively with school staff, students, parents, and other stakeholders.
• Attends work and arrives to work on time.
• Maintains confidentiality.
• Adheres to the Teacher Code of Ethics as defined by Tennessee Law.
• Uses computers and other technology to enter and access information related to essential job functions.
• Performs general/clerical tasks, which may include answering telephone calls, typing documents, making copies, sending/receiving faxes, filing documentation, or processing incoming/outgoing mail.
• May operate a motor vehicle to conduct various work activities.
• Performs other duties as assigned.

Qualifications

High school diploma or GED; supplemented by five ()5 months previous experience and/or training involving academic registration, records maintenance, general office work (preferably in a school environment), customer service, and personal computer operations; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.

Skills/Qualifications

• Demonstrates excellent verbal and written communication skills to deal effectively with Central Office staff, schools, and persons outside the school district such as vendors.
• Demonstrates the ability to organize and prioritize job tasks.

Compensation

Salary is based on a combination of relevant education and experience. Grade C Salary Scale