Job Description

Performance

The Receptionist Registrar must provide a welcoming experience to the parents that aligns with our mission, vision, and philosophy for potential students to parents and guardians for student enrollment. This position is responsible for maintaining student records at the campus level. Process student enrollment, transfers, and withdrawals for the campus.  Check the accuracy of daily attendance and enrollment counts aligned with State Student Counts. The Receptionist Registrar position shall be evaluated annually based on goals and objectives composed and agreed to by the Designated Supervisor, Superintendent, and the Southgate Academy Board.

Qualification Requirements

To perform this job successfully, an individual must be able to perform the essential duties satisfactorily. The requirements listed below represent the knowledge, skills, and ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.

• Education and Experience: One to three years of successful employment in customer service and familiarity with the education process.
• Language Skills: Ability to read and interpret documents such as safety rules, operational maintenance instructions, and procedure manuals. Ability to write routine messages and business correspondence. Ability to effectively communicate information with staff, parents, students, and the general public.
• Mathematical Skills: Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, and percentages and apply introductory algebra and geometry.
• Reasoning Ability: Ability to apply essential skills. Ability to carry out written, oral, or diagram instructions. Ability to deal with problems involving several concrete variables in standardized situations.
• Physical Demands: The physical demands described here represent those that an employee must meet to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this job, the employee is frequently required to sit, use hands to finger, handle, or feel objects, tools, or controls, and talk and hear. The employee is occasionally required to reach with hands and arms. The employee must regularly lift and move up to 25 pounds and frequently lift and move up to 50 pounds. Specific vision abilities required by this job include close vision, which consists of using a computer and a copy machine.
• Work Environment: The work environment characteristics described here represent those an employee encounters while performing the essential functions of this job. The noise level in this work environment is generally moderate.

Essential Duties and Responsibilities

Include the following but not limited to and may require other duties as needed:

• Greets and helps all visitors, students, and teachers/staff.
• Obtains messages or documents caller’s name, time of call, nature of business, and transfer calls to the proper staff.
• Performs a variety of clerical duties.
• Performs various records management and data control duties involving interpreting general education policies.
• Process new student records, including requesting transcripts and documents from other schools, setting up cumulative folders, and entering student data into appropriate databases. If applicable, distribute copies of records to special programs (SPED & EL).
• Assist the Principal/Parents with student enrollment, withdrawals, and transfer and process applicable records.
• Maintain confidentiality of all information.
• Other duties as assigned by the Principal.
• Prepare, maintain, and distribute, as requested by the Principal, memos, reminders, and any information concerning day-to-day activities at Southgate.
• Provide technical information in person and telephone concerning policies and procedures according to established guidelines; provide and distribute completed forms to appropriate personnel as requested.
• Operate a computer to input, output, and update and access various records and information; generate records, reports, lists, and summaries; operate multiple office machines; assure proper equipment maintenance.
• Promotes, schedules, and tallies funds for school pictures.
• Does beginning-of-year check-in for plan books, grade books, room keys, and other documents as requested by the Principal.
• Assist with the registration of all students.

Summary

The Receptionist Registrar of Southgate Academy is the direct contact for their assigned building. The position requires the individual to perform various records management and data control duties involving general education policies.

The Receptionist Registrar helps all visitors, students, and staff visiting the school. The Receptionist also screens incoming phone calls on behalf of Southgate Academy and takes messages or transfers calls directly to the District Office. The Receptionist Registrar maintains confidentiality of sensitive student information and understands and follows oral and written instructions. The Receptionist Registrar must be able to operate a computer keyboard and a variety of office equipment and type at an acceptable rate of speed. The Receptionist Registrar must be able to compose correspondence independently. The Receptionist establishes and maintains cooperative and effective working relationships with others. The Receptionist shall prioritize work, meet schedules and timelines, understand and interpret rules/written documents, and apply them to specific situations.

The Receptionist must know the following:

• Policies and objectives of Southgate Academy and related activities.
• Office practices, procedures, and equipment.
• Record-keeping techniques, including statistical records.
• Correct English usage, grammar, spelling, punctuation, and vocabulary.
• Reading and writing communication skills.
• Interpersonal skills using tact, patience, and courtesy.
• Computer terminal and data entry techniques.
• Complaint issues concerning student registration.