Registrar - High School at Madera… · California

Under the general direction of the Principal, the Registrar – High School registers students and maintains computerized current and former student records and files; providing student information to authorized parties in compliance with established policies; and providing general clerical support, information and/or direction as assigned. The incumbents in this classification provide the school community with high school student registration information, which directly supports student learning and achievement.

The following alphabetical list of functions, duties and tasks is typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform other closely related or department-specific functions, duties and tasks from those set forth below to address business needs and changing business practices.

• Evaluates transcripts of incoming students to post grades and semester credit hours into the student information system.
• Maintains and verifies a variety of manual and electronic documents, files, and records (e.g., grades, transcripts, student information) to provide up-to- date information and/or historical reference in accordance with established administrative guidelines and legal requirements.
• Performs student withdrawal activities (e.g., partial credit hours, Cal PADS, library check) to comply with established requirements.
• Prepares standardized documents and reports (e.g., report cards, class schedules, form letters and memos, calendars, periodic reports) to communicate information to other parties and/or agencies.
• Processes a variety of documents and materials (e.g., transcripts, job verification, New Student Registration forms, student lists) to provide required information in response to requests from students, other districts, colleges/universities and/or employment agencies.
• Researches discrepancies in student records to verify graduation status and ensure the accuracy of information.
• Responds to student records questions from a variety of internal and external sources (e.g., staff, other educational institutions, the public, parents and/or students) to provide information and/or direction.
• Reviews cumulative records, grades, transcripts, exam reports and withdrawal forms to file or send out to schools within or outside of the District.
• Performs other related duties as assigned for ensuring the efficient and effective functioning of the work unit and the District, including various mandatory district trainings.

KNOWLEDGE, SKILLS AND ABILITIES

(At time of application)

Knowledge of:

• Basic math, including calculations using fractions, percentages, and/or ratios
• English usage, grammar, punctuation, and spelling
• Codes, regulations & laws related to student enrollment, graduation and transfer
• Master scheduling
• Business telephone etiquette
• Relevant computer software programs
• Customer service principles and practices

Skills and Abilities to:

• Operate standard office equipment
• Prepare and maintain organized, accurate records
• Communicate clearly in writing documents
• Schedule activities, meetings, and/or events
• Gather, collate, and/or classify data
• Work with a diversity of others in a variety of circumstances
• Analyze and problem solve issues and a variety of data
• Work with, and adapt to, changing priorities, time constraints and frequent interruptions
• Communicate with diverse groups of individuals
• Maintain confidentiality
• Work as part of a team
• Work accurately with detailed information
• Set priorities
• Work under minimal supervision
• Provide quality customer service

RESPONSIBILITY:

Responsibilities include: working under limited supervision following standardized practices and/or methods; leading, guiding, and/or coordinating others; and operating within a defined budget. Utilization of some resources from other work units may be required to perform the job's functions. There is a continual opportunity to have some impact on the organization’s services.

WORK ENVIRONMENT / PHYSICAL DEMANDS:

(Must be performed with or without reasonable accommodations)

• Work is generally performed in an indoor office environment, requiring extensive sitting and some walking and standing
• Light to moderate lifting, carrying, pushing, and/ or pulling of files or boxes
• Some stooping, kneeling, crouching, and/crawling to access files
• Manual dexterity to operate a computer keyboard and handle paperwork in the office.
• Hearing and speaking to exchange information in person or on the telephone
• Visual acuity to see/read documents and computer screen

(At time of application and in addition to the Knowledge, Skills and Abilities listed above.)

EDUCATION REQUIRED:

High School graduation or equivalent.

EXPERIENCE REQUIRED:

Two (2) years of increasingly responsible secretarial/clerical or record keeping experience in a school office working with records.

LICENSE(S) REQUIRED:

• None required

CERTIFICATIONS AND TESTING REQUIRED:

• Pass the District’s applicable proficiency exam for the job class with a satisfactory score
• After offer of employment, obtain:
  • Criminal Justice and FBI Fingerprint Clearance
  • Negative TB test result plus periodic post-employment retest as required (currently every four years)
  • Pre-employment physical exam A through District’s provider

SALARY SCHEDULE: Classified Salary Range: 25 Work Calendar: 261 Days Current Vacancy Work Hours: 7:30 am - 4:30 pm Current Vacancy Work Location: Matilda Torres High School

*Materials Required:*

1. Completed application
2. Proof of High School Diploma or Equivalency or higher degree earned (copy of official transcript OR copy of diploma is acceptable)

*PC RULES 5.2.1.2 -5.2.1.2 - In-house employees will have first consideration for the position. If sufficient candidates are not available to complete the three ranks, the Personnel Commission will move to include outside candidates.

The examination process will include screening to ensure applications are complete and meet all minimum qualifications. The application requires completion of a Supplemental Questionnaire to evaluate the applicant's training and experience in relation to the required knowledge and abilities for the position. No additional information will be accepted from applicants once the application has been submitted. Only the most qualified applicants who pass the minimum qualifications review will be invited to the examination process. The examination process will include a competency examination (50% weight). Those achieving a passing score on the competency examination will be invited to the oral interview examination (50% weight). Those candidates achieving a passing overall score of 70% out of 100% on both examinations will be placed on the Eligibility List. The Eligibility List is valid for six (6) months from the date of certification. The top three (3) ranks will be forwarded to the Hiring Authority for final interview and selection. This Eligibility List will be used to fill future Registrar - High School vacancies district wide.

INITIAL TESTING TENTATIVELY SCHEDULED AS FOLLOWS:

COMPETENCY EXAMINATION: DECEMBER 1, 2026

ORAL EXAMINATION: TBD

PASSING THE EXAMINATION AND BEING PLACED ON THE ELIGIBILITY LIST DOES NOT GUARANTEE AN OFFER OF EMPLOYMENT. To move forward in the selection process, you must complete an online application through this website. Resumes may be uploaded, but cannot be used in place of a completed application.

SUBMISSION OF APPLICATION: ONCE YOU HAVE SUBMITTED YOUR APPLICATION, YOU WILL NOT BE ABLE TO MAKE REVISIONS TO YOUR APPLICATION MATERIALS.

When completing the application, please make sure you include ALL current and previous employment in the Work Experience section of the application and complete ALL fields, including the name and contact information of your supervisors. The experience that is included in the resume but not in the Work Experience section of the application may not be considered for the purpose of determining whether you meet the minimum qualifications.

All required documents must be submitted by the applicant. Personnel Commission staff will not upload your documents for you. The examination process and/or date are subject to change as needs dictate. All communication regarding this process will be delivered via email to the email address listed on your application.

If you have any questions regarding the recruitment process, please contact Personnel Specialist Roxane Tornero at (559) 675-4500 Ext 295 or email roxanetornero@maderausd.org.

ACCOMMODATIONS: Individuals with disabilities requiring reasonable accommodation in the selection process must inform the Madera Unified School District Personnel Commission Department in writing no later than the filing date stated on the announcement. Those applicants needing such accommodations should document this request, including an explanation as to the type and extent of accommodation needed to participate in the selection process.

The Governing Board desires to provide a positive work environment where employees and job applicants are assured of equal access and opportunities and are free from harassment in accordance with the law. The Board prohibits district employees from discriminating against or harassing any other district employees and job applicant on the basis of the person's actual or perceived race, religious creed, color, national origin, ancestry, age, marital status, pregnancy, physical or mental disability, medical condition, genetic information, veteran status, gender, gender identity, gender expression, sex, or sexual orientation. The following person is designated as the Title IX Coordinator:

Prince Marshall Assistant Superintendent of Student & Family Support Services 1820 Howard Road, Madera, CA 93637 559-416-5826