] Office of Human Resources - Montgomery County Public Schools

OFFICE OF HUMAN RESOURCES AND DEVELOPMENT → CLASSIFICATION → SCHOOL REGISTRAR

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School Registrar

MONTGOMERY COUNTY PUBLIC SCHOOLS CLASS DESCRIPTION
OFFICIAL TITLE: School Registrar CODE: 4240 SQ/OQ: Optimal Qualified
WORKING TITLE: School Registrar GRADE: 16 MONTHS: 12
SUMMARY DESCRIPTION OF CLASSIFICATION: Under general supervision, performs varied and responsible work in the registration and transfer of students, and in the preparation and maintenance of student records and transcripts for a senior high school. Work of the class consists of applying specialized procedures to maintain and operate registration processes at the senior high schools. Workers maintain contacts with colleges, universities, national testing services and employers. Considerable judgment is exercised in the release of confidential information, retention of information in the student official record, and researching and interpreting information to be entered into the record. Volume and nature of work follows the school cycle from enrollment to graduation, and employees exercise considerable independence in scheduling work to achieve maximum efficiency. Employees are required to exercise extreme tact in working with confidential information.
MINIMUM QUALIFICATION STANDARDS
KNOWLEDGE, SKILLS, AND ABILITIES: Considerable knowledge of modern office practices and procedures with specific reference to records management, school curriculum, and course credit system; considerable knowledge of business English, vocabulary, spelling, and arithmetic. Ability to verify incoming records, maintain a complete record system and assemble and organize data and prepare reports from such records; ability to work independently and to exercise tact and sound judgment in working with confidential information; ability to make student referrals to appropriate school personnel, make decisions in accordance with established policies and procedures, and maintain clerical records and prepare reports. Ability to work effectively with students, administrators and instructional staff, and other school employees, and the central office staff. Ability to supervise clerical personnel. Skill in the proficient operation of a typewriter and use of computer terminal to operate a data system; skill in operating word-processing equipment. Good human relations skills. Knowledge of and the ability to meet the seven core competencies of the Supporting Services Professional Growth System (SSPGS).
EDUCATION, TRAINING, AND EXPERIENCE: Associates degree required. Coursework in guidance or counseling. Bachelors degree preferred. Two plus years experience working with students in a school system including some experience or familiarity with Montgomery County Public Schools. Working knowledge of MS Office Suite of products, database software such as FileMaker Pro. Other combinations of applicable education, training, and experience which provide the knowledge, abilities, and skills necessary to perform effectively in the position may be considered.
CERTIFICATE AND LICENSE REQUIREMENTS: None
PHYSICAL DEMANDS: (Special requirements such as lifting heavy objects and frequent climbing.) Positions typically require sustained use of keyboard devices.
SPECIAL REQUIREMENTS: (Frequent overtime or night work required, etc.) Work is subject to inflexible deadlines.
OVERTIME ELIGIBLE: Yes

EXAMPLES OF DUTIES AND RESPONSIBILITIES:

(The job duties listed are typical examples of the work performed by this job classification. Not all duties assigned are included, nor are all duties listed performed in every office.)

Performs all registration and transfer of student records.

Maintains student records and transcripts in a senior high school, including distributing HSA and testing results to the board.

Verify Enrollment, (Montgomery county residency, immunizations, birth certificate, grade level, FARMS, custody, previous school records, administer/score placement tests, COSA (Change of School Assignment).

Release authorized confidential information, and retains information in the student official record.

Evaluates, investigates, interpret course information to be entered into the student record.

Directs and coordinates registration activities.

Uses various software programs and web based programs to create and maintain student databases.

Advices teaching staff regarding grading procedures.

Directs preparation of student transcripts prepares commencement list.

Issues official transcripts to outside agencies under inflexible deadlines.

Tracks incoming/outgoing student financial obligations and follows through to conclusions.

Monitors duties of secretarial assistants/temps assigned to registrar.

Enroll new students including International Students who have been in the US within 2 years.

Withdraws students and forwards records to other schools on request.

Gives information to parents relating to academic programs in the school.

Arranges for and participants in best interest conference as it relates to homelessness.

Verifies legal documentation when presented the time of enrollment of instate supervised care and kinship care.

Receive, audit, sort, file Middle School student records in school file room.

Sends designated school year records; confidential, graduate, withdrawal, and health, to central record for storage in June of each year.

Bundles student records and sends to central records annually.

Responds to court order subpoena for student records.

Verifies graduation requirements for MCPS student placed in a non-MCPS school, to ensure they meet MCPS graduation requirements.

Performs related work as required
Class Established: 7/1965
Date(s) Revised: 1/70, 6/74, 4/83, 11/89, 7/92,8/96, 10/2007, 7/2009
Last Reviewed: 9/2017

This description may be changed at any time.