High School Registrar

Essential Duties and Responsibilities include the following:

• Perform a wide variety of secretarial and clerical duties for the counseling department.

• Receive and screen calls and visitors for the counseling department.

• Act as official high school registrar and keep updates on state law requirements.

• Input and maintenance of accurate student academic records by computer.

• Process outgoing student records.

• Prepare, print and mail official high school transcripts.

• Input of new students, forecasting information for scheduling.

• Assist counselors with changes or maintenance of student schedules.

• Collect student grades, verify accuracy and print / distribute report cards.

• Prepare periodic reports as requested by the counselor.

• Maintain and facilitate proper procedures on student records.

• Help maintain office supplies.

• Supervise student aides.

• Respond appropriately to emergency situations.

• Perform general office typing and filing as requested by supervisor/administration.

• Sort mail.

• Check-in and distribute materials ordered.

• Engage medical protocol by writing medical protocols for students to distribute to staff and charting medication.

• Process filing as necessary.

• Maintain control of any emergency situation and notify proper authority.

• Performs minor medical and health procedures as requested in a manner, which meets state and district guidelines. 

• Perform other duties as assigned.

General Performance Requirements:

• Perform duties in a courteous and efficient manner that builds the confidence of staff, students, and the public in the Yamhill Carlton School District and enhances learning.

• Observe laws, district policies and procedures, and professional standards for the position.

• Establish and maintain effective working relationships with school personnel, parents, students and the public; work collaboratively as a team member.

• Maintain regular attendance at work and work activities and be punctual in meeting deadlines, attending meetings and following schedule.

• Carry out work responsibilities with strong organizational skills effectively under pressure of deadlines, difficult situations, interruptions and new or emergency conditions. 

• Respect confidential information and the privacy of students, staff and parents by maintaining a high level of confidentiality both in and out of the school setting.  

• Develop job skills necessary to meet changes in the position.

• Maintain personal appearance and hygiene appropriate to the position as defined by the district. 

• Meet applicable district physical ability/health and safety guidelines for the position.

Qualifications:

• Ability to perform clerical work with speed and accuracy.

• Have necessary computer knowledge and experience.

• Knowledge of student record keeping procedures.

• Ability to receive / screen calls, take messages and give information to callers.

• Ability to formulate ideas for program improvement.

• Ability to collect, record, store, retrieve, assimilate, organize, and utilize information and records efficiently.

• Ability to understand and implement the school’s student discipline policy and manage student behavior effectively. 

• Ability to work with challenging behaviors and creatively problem-solve difficult situations while using intervention strategies.

• Ability to effectively perform multiple, simultaneous tasks with numerous interruptions.

• Ability to interact effectively and collaboratively with individuals and groups of all ages, which may require use of conflict resolution skills.  

• Ability to communicate effectively, both orally and in writing.

• Flexible and willing to do a variety of jobs and meet deadlines. 

• Ability to obtain specialized training as required. 

• Standard First Aid certification, or the ability to obtain certification within two months of hire, may be required. 

• Ability to read and understand policies, procedures, administrative rules and related documents. 

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

While performing the duties of this job, the employee is regularly required to talk and hear.  The employee is regularly required to stand and use hands to finger, handle, or feel objects, tools, or controls. 

• The employee is required to frequently walk (occasionally on an uneven surface), occasionally sit and reach with hands and arms (frequently reaching above the shoulder), stoop, kneel, crouch or crawl. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perceptions and the ability to adjust focus. 

• The employee may be exposed to blood borne pathogens.

• The employee is occasionally exposed to outside weather conditions.

• The employee regularly must lift, move and/or carry 50 pounds, frequently lift and/or move up to 80 pounds with assistance and occasionally lift and/or move more than 100 pounds with assistance. 

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

Regular attendance is required in accordance with District philosophy and is a consideration in performance reviews.  

• The noise level in the work environment is usually moderate to occasionally high.  

Note:  The description contained herein reflects general details as necessary to describe the principle functions of this job, the level of knowledge and skill typically required, and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including work in other functional areas to cover absences or relief, to equalize peak work periods or otherwise to balance the workload.

YCSD believes that every individual makes a significant contribution to our success. The administration reserves the right to modify, add or remove duties as necessary that still reflect the essential functions of the department. It is our expectation that every employee will offer his/her services wherever and whenever necessary to ensure the success of YCSD’s goals.

Yamhill Carlton School District recognizes the diversity and worth of all individuals and groups.  It is the policy of this district and the board of education that there will be no discrimination or harassment of individuals or groups in any education programs, activities or employment.  YC provides equal access to individuals with disabilities.

Yamhill Carlton School District provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, sexual orientation, marital status, national origin, age, disability or genetics. For more information see District Policy GBA-Equal Employment Opportunity.

Reasonable accommodations for the application and interview process will be provided upon request and as required in accordance with the Americans with Disabilities Act of 1990 and the Americans with Disabilities Act Amendments Act of 2008 (ADA). Individuals with disabilities may contact the director of human resources for additional information or assistance at 503-852-6980. Speech/Hearing impaired persons may contact the district for assistance through the Oregon Telecommunication Relay Service at 1-800-735-2900 or 711.