Registrar Administrative Assistant

Newton Public Schools Newton , MA 02458

Posted 7 months ago

Department: Guidance Department Job Title: Registrar and Administrative Assistant FLSA Status:

(Exempt/Non-exempt) NESA Grade 3 Reports to: Principal general description (1-3 lines describing role): The purpose of this position is to maintain accurate and up-to-date student academic records for both past and present students at Newton South High School and to perform a wide variety of complex secretarial and administrative duties to assist the Chairperson of the Guidance Department.

Work requires initiative and independent judgment in the application of prescribed policies, procedures, and methods. Performs all other related work as required.

Education, Training and Experience:

High school education plus two years of advanced training or college education plus three or four years of previous record keeping experience, computer experience and experience dealing with the public or any equivalent combination of education, training, and experience.

Knowledge, Ability and Skill:

Thorough knowledge of office procedures, practices and terminology.

Knowledge of policies and procedures of the student record keeping. Knowledge of the operation of computer software applications.

Ability: Ability to deal effectively and tactfully with staff and the public.

Ability to recognize and resolve problems with minimal administrative intervention. Ability to interpret and implement instructions provided in oral and written form. Ability to prioritize and complete multiple tasks at one time with frequent interruptions.

Analytical ability. Accuracy and attention to detail. Must be able to operate a personal computer and display intermediate to advanced skill when using software programs for word processing, database, spreadsheet and other software as required by the position.

Skill: Expertise and skill in utilizing personal computers, popular word processing, database, and spreadsheet applications.

Excellent customer service and interpersonal skills. Excellent written and oral communication skills. Strong organizational skills. Skill in all of the above listed tools and equipment.

ESSENTIAL JOB DUTIES (not limited to): (The essential functions or duties listed below and on attachments are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.)

Interfaces with parents, teachers, guidance counselors and college admissions departments in order to deliver timely and accurate service to students.

Serves as executive secretary to the Chairperson of the Guidance Department. Responsible for the correspondence for the Guidance Department Chairperson. Answers phones, provides general information and sets up appointments.

Sets up registration appointments for new students. Register all incoming students and enter their data into the SIS/Aspen database. Administer the registration and documentation of all new incoming students.

Maintains the Ledger, the official document of all student grades, for all students at Newton South High School. Create Ledgers for students new to Newton South.

Maintain filing system of Ledgers. Update at the end of every school year with year end data. Update as needed with standardized test score stickers and summer school grades. Process student withdrawals.

Oversees the Transcript process for seniors. Makes corrections to the unofficial transcripts, as needed.

Submit the official transcripts to the Records Office. Mails Final Transcripts to colleges for all seniors. Releases transcripts for school athletes to NCAA clearing house and all correspondence with NCAA.

Collects information for the "Future Plans" report at the end of the year. Updates records throughout the school year as needed.

Provides proof of graduation for former and present students.

Helps collect and generate data for state reports.

Provides official documentation as needed regarding student information.

Processes student withdrawals. Processes related paperwork, obtain various signatures, and then send all required paperwork to the student's new school.

Updates student information in the Open District database. Updates the Ledger accordingly. Notifies various school personnel. Create report of withdrawn students as requested.

Copies and mails records as needed.

Oversees the Records Office. Assist the daily operations of Records Office and Data Center as needed.

Records any awards or honors students obtain.

Responsible for the National Merit process including filling out forms, typing recommendations, calculating GPA's and sending out the final form to National Merit.

Works with the Director of Guidance to coordinate incoming 9th graders each year. Selects homerooms, check on curriculum, and set up new incoming 9th grade files.

Formats and edits all counselor recommendations for college admissions.

Prepares purchase orders and maintains a budget sheet for the guidance department.

Coordinates flyers for Senior Parent Nights, Junior Parent Nights.

Attends Back to School Nights and Graduation.

Provides work study permits to students upon request.

Assists in school wide mailings as needed.

Performs similar or related work as required.

Consistent and on-time attendance is required for supervision and instruction of the students

Responsible for implementing "other job related duties" as needed


Complexity: Performs varied and responsible functions requiring a thorough knowledge of departmental operations and the exercise of judgment and initiative to interpret guidelines, policies, procedures and practices.

Independent Action: Works under broad supervision, following department rules, regulations and policies, requiring the ability to plan and perform operations, and to complete assigned tasks according to a prescribed time schedule. Refers all questionable cases to supervisor.

Supervisory Responsibility: None.

Work Environment & PHYSICAL REQUIREMENTS: Work Environment:

Work is performed in an office environment. Majority of work is performed in a moderately noisy work environment, with frequent interruptions.

Operates computer, printer, telephone, copier, facsimile machine and all other standard office equipment.

Makes constant contact with the public, former students, other school systems, parents, college admissions, college coaches, the media, department heads, guidance counselors, military and other service personnel.

Employee has access to highly sensitive and confidential student information.

Errors could result in delay or loss of service and possible legal ramifications.

Physical Requirements:

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 frequently required to sit, communicate, or hear; occasionally required to walk, must be able to handle, or feel objects, tools, or controls; and reach with hands and arms. The employee must occasionally lift and/or move objects weighing up to 25 pounds. Vision and hearing at or correctable to normal ranges. This position requires the ability to operate a keyboard and calculator at efficient speed.

(This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.)

Date Updated: 4/8/2019

Newton Public Schools is an Equal Opportunity Employer. Newton Public Schools ensures equal employment opportunities regardless of race, creed, sex, color, national origin, religion, age, sexual orientation, disability, or any other class as protected by law.

The Newton Public Schools places a high value on diversity and active recruitment of qualified minority teachers and staff. Any individual needing assistance in making application for any opening should contact the district human resources office.

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Registrar Administrative Assistant

Newton Public Schools