Ola Jobs in Arizona (NOW HIRING)

DEPARTMENT: Registration

WORK YEAR: 12 Months

SALARY SCHEDULE: Education Support Professional

SUMMARY

The Registrar is responsible for the operation of campus registration office: e.g., maintaining student information and records in accordance with the Arizona Revised Statutes and other federal, state, and local guidelines; preparing related reports as required by outside entities, e.g., the Arizona State Department of Education; answering inquiries related to residence; monitors student record-keeping procedures; performing specialized tasks in building the master schedule; registering students; scheduling classes; and maintaining attendance and other student records.

ESSENTIAL FUNCTIONS

• Supervises and coordinates work of all assigned registration staff; makes input for staff evaluations; trains staff; assures accuracy and completeness of data entry performed by registration office staff.
• Coordinates and performs work related to Student Accountability Information System (SAIS) to assure compliance with statute and complete and accurate funding.
  • Creates and maintains all data required by SAIS, including data on students in special categories (e.g., ELL students, ESS students, foreign exchange students, homeless students, emancipated students; and students with surrogates, guardians or in loco parentis situations).
  • Submits all required school SAIS reports to the Arizona Department of Education (ADE).
  • Receives, interprets, and follows through on ADE reports on submitted SAIS data; downloads required ADE reports and makes necessary corrections; forwards ADE reports to appropriate campus staff as required.
  • Audits and corrects monthly SAIS submissions to assure completeness and accuracy of data; e.g., identifies data errors and systems errors, performs mass changes to correct data, runs and analyzes validation reports.
  • Maintains and reports SAIS information on students who are dually enrolled; e.g., at Metro Tech or in community colleges.
• Assists school administrator in developing the master schedule and in changing computerized class schedules; analyzes computerized reports and makes recommendations based on pre-enrollment information to the responsible administrator, e.g., related to the appropriate placement of class sections.
• Creates and maintains computerized enrollment information, e.g., for the teacher master file, student master file, student schedule file, and attendance file.
• As directed, manages and trains classified staff on related systems, e.g., the Student Information System [Online Attendance (OLA and Online Grades (OLG)].
• As directed, notifies faculty of required dates for registration, attendance reports, grades, and deficiency notices.
• Supervises verification of students' grades and attendance with data in teacher's roll book; maintains grade and attendance data.
• Supervises the input of information on students: e.g., class schedules, attendance records, class ranking, grades and deficiencies, withdrawals, excused absences, and suspensions.
• Receives and processes transcript certification documents.
• Creates queries, prepares and distributes reports related to enrollment, residency, attendance, and other areas of registration as requested.
  • Oversees the creation and distribution of information and reports to governmental agencies, schools, colleges and universities.
  • Prepares and distributes reports as requested by District offices, principal, other unit administrators, teachers, and other campus staff.
  • Works with appropriate District staff to properly identify, document and place students with special needs (e.g., ELL students, ESS students, foreign exchange students, homeless students, orphaned students, and migrant students); assures appropriate forms and data are maintained.
• Orders and maintains registration office supplies and materials.
• Maintains information and calculates statistics on subsets of the student population; e.g., graduates and non-graduates, ESS students, ELL students, magnet students, and open enrollment students.
• Provides information and assistance on registration topics; e.g., registration, attendance and grades, to staff, students, parents and other interested parties.
• Supervises and assists in maintaining student registration records; e.g., inputs data, updates based on the withdrawal and re-entry of students; creates and maintains required paper back-up files in accordance with state statute for audit purposes; legal requirements related to records retention and local guidelines.
• Trains and assists summer school staff assigned to the registration office.
• Maintains records on home campus students who are dually enrolled; e.g., Metro Tech or institutions of higher learning.
• Reports hardware, software, and other problems with related systems (e.g., the Student Information System, SAIS, the phone dialer, the photo ID system, OLA and OLGA) to the appropriate school or District office; assists campus users in identifying and correcting or reporting hardware and software problems.
• Supports the relationship between the Phoenix Union High School District and the public by demonstrating courteous and professional behavior when interacting with students, parents, visitors, and school staff; maintains absolute confidentiality of work-related issues, client records, and school information; follows Governing Board Policies; performs all other related duties as required or assigned.

The above essential functions are intended to represent only the key areas of responsibilities and not a comprehensive listing of all functions and duties performed by incumbents of this class.

REQUIRED QUALIFICATIONS

• High School diploma or GED equivalent; AND three years of general clerical experience, two of which have been in the attendance/registration function; or three years clerical/secretarial experience on a school campus, which has provided the knowledge of registration office procedures and activities; OR an equivalent combination of education, training, and experience. Prior supervisory experience desirable.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED

• Skill in planning, prioritizing, and completing assignments with minimum supervision.
• Skill in writing professional reports and correspondence from brief instructions.
• Skill in researching and compiling data for reports, presentations, and technical documents.
• Ability to type and enter data with speed and accuracy, at a rate required to perform functions effectively.
• Ability to maintain accurate records, including functions requiring computation and statistics.
• Ability to use initiative within established organizational policies and procedural guidelines.
• General knowledge of registration or related office practices and procedures.
• Ability to effectively operate software, hardware, and office equipment in use in the registration office at time of hire, or ability to learn to use planned software, hardware, and office equipment.
• Knowledge of related portions of federal law, Arizona Revised Statutes, and District policies, procedures, regulations, and guidelines.
• Skill in understanding, explaining, and applying relevant rules, regulations, policies, and procedures.
• Skill in coordinating the efforts of individuals and teams to complete projects and tasks.
• Ability to follow verbal and written instructions and procedures, as well as document procedures as needed.
• Ability to communicate effectively both verbally and in writing.
• Ability to provide excellent customer experiences, including but not limited to interacting tactfully and courteously with the public.
• Commitment to create and sustain a thriving learning and working environment for students and staff.
• Ability to establish and maintain effective working relationships.
• Ability to use initiative within organizational policies, procedures and guidelines.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

• Work is performed in a standard office environment.

The Board is committed to a policy of nondiscrimination in relation to race, color, religion, sex, age, national origin, disability or sexual orientation, as well as gender identity, gender expression and immigration status. This policy will prevail in all matters concerning staff members, students, the public, educational programs and services, and individuals with whom the Board does business. Any person who believes he or she has been subjected to discrimination, harassment or retaliation on the basis of any protected reason other than disability may file a complaint under Administrative Regulation JB-R, or may contact the Superintendent's designee, the District Hearing & Compliance Officer at:

Phoenix Union High School District
4502 N. Central Avenue
Phoenix, Arizona 85012
Phone:  602-764-1100
E-mail:  PUHSDComplaints@phoenixunion.org