Registrar

Conejo Valley Unified School District; Thousand Oaks (CA); On-site; USD 36,000 - 48,000; Full time

Job summary

Conejo Valley Unified School District is seeking a detail-oriented Clerk/Record Keeper to manage student records, enrollment, and transcript processing. You will handle enrollment and withdrawal, maintain the student information system, and prepare graduation-related documents as part of a busy office environment.

Requirements include a high school diploma or equivalent and at least two years of clerical experience, with proficiency in Word and Excel.

Qualifications

• High school diploma or equivalent required.
• Two years of progressively responsible clerical/secretarial duties.
• Experience managing student records is desirable.

Responsibilities

• Perform enrollment, transfer and withdrawal processing for high school students.
• Operate automated student information system (Zangle/Q) and ensure compliance with laws and district policies.
• Prepare graduation and transcripts materials, reports, and related communications.
• Respond to inquiries from students, families and school staff regarding records and transcripts.

Skills

Record maintenance

Data management

Communication skills

Office procedures

Education

High school diploma or equivalent

2 years clerical/secretarial experience

Tools

Microsoft Word

Excel 2010

Job description

APPLICATION PROCESS

1. Complete an online application. Make sure your application reflects all relevant work experience. DO NOT RELY ON YOUR RESUME OR ASSUME A JOB TITLE IS SUFFICIENT. Incomplete applications will be disqualified.

EXAMINATION PROCESS

1. General Fitness Exam - Evaluation of fundamental clerical knowledge for this position and proficiency in Microsoft Word and Excel 2010. EXAM DATE: Thursday November 12

For successful candidates on the General Fitness Exam:

2. Structured Oral Interview - Will contain questions that assess technical knowledge and experience, and one's general fitness for successful performance in the position. EXAM DATE: Week of November 16

BASIC POSITION FUNCTION

Under the direction of an assigned supervisor, performs various complex clerical record-keeping duties related to student record management, including enrollment, transfer and withdrawal of high school students; and evaluation of student transcripts in accord with established policies and procedures.Performs student enrollment and withdrawal functions involving the use of an automated student information system (Zangle/Q) while ensuring compliance with applicable laws, codes, rules and regulations, as well as District administrative procedures; creates and distributes enrollment information and registration packets, including related written correspondence.

Requests, receives, evaluates and interprets incoming student transcripts including national and international, and transcribes credits to conform with District standards with counselor or assistant principal approval; audits hours or credits earned for comparable courses and inputs information into the student information system to build transcript records; provides transcripts to other schools according to established procedures; records grades and coordinates the preparation of grade reports; calculates grade point averages; reconciles and corrects errors in student records and grade reports.

Prepares accurate list of graduates' names for commencement program; order diplomas for graduation; prepares final credit deficiency list of seniors for counselors; compiles list of failing grades to create the final list of diploma recipients; analyzes final grades to establish annual valedictorian and salutatorian; posts graduation date in student record file; sends final transcripts for graduates complying with college deadlines.

Responds to inquiries and assist students, counselors, parents and other schools and personnel in person or on the telephone regarding student records, transcript requests, graduation, student attendance, statistical information, grade point averages, enrollment procedures and other technical inquiries

Utilizes course database to prepare senior grade point averages in compliance with State guidelines; file grade point averages electronically with the California Student Aide Commission by designated deadline.

Organizes the storage of cumulative files for all students for several years as well as the storage of reports and other documentation of records as needed; sends student permanent records to district archives according to established time lines; uses both electronic and manual record keeping systems which allow for efficient collection, retention, and retrieval of information; compiles information for surveys and reports, immigration, employment and graduation verification; assures the accuracy of student classification data within the student information system (Zangle) by responding to system audits conducted by various District departments

Prepares and maintains a variety of records and reports including State and District reports and files; provideCBEDSstatistical data determining school dropouts and number of graduates.

Performs other job related duties as assigned.

Education/Experience

High school diploma, or an equivalent AND two (2) years of experience performing progressively responsible clerical/secretarial duties/responsibilities, including data/record management and public contacts. Experience managing student records is desirable.

*Alternate variations of education/experience may be considered by Personnel Commission staff as acceptable to qualify for participation in the examination process resulting in an eligibility list.

Licenses/Certifications/Special Requirements

Valid California Class C Driver's License

Pre-employment Requirements

California Department of Justice/Federal fingerprints

Tuberculosis screening

Job knowledge/experience-based selection tests to assess minimum job competence and establish placement on the employment eligibility list used to fill job vacancies.

Knowledge of:

• Principles and methods of records maintenance, storage and retrieval;
• Numerical, alphabetical and subject matter filing systems;
• Correct English usage, grammar, spelling, punctuation and vocabulary;
• Applicable, laws, codes, regulations, policies and procedures;
• Telephone techniques and etiquette;
• Transcript evaluation, maintenance and processing methods, procedures and guidelines;
• Interpersonal skills using tact, patience, and courtesy;
• Modern office practices, procedures, and equipment.

Ability to:

• Learn and apply rules and regulations involved in assigned program functions;
• Work effectively with a diverse student and community population;
• Maintain the security of confidential materials;
• Analyze situations accurately and adopt an effective course of action;
• Comprehend and follow directions given verbally and in writing;
• Demonstrate mental acuity sufficient to perform the essential functions of the position;
• Communicate effectively both orally and in writing;
• Establish and maintain systems for record keeping;
• Establish and maintain cooperative and effective working relationships with others;
• Meet schedules and time lines;
• Work independently under general direction;
• Be motivated to produce high quality work product;
• Maintain a work pace appropriate to the position.