JobID: 4845

Position Type:
Secretarial/Clerical/Registrar

Date Posted:
8/25/2025

Location:
Flagstaff High School

Date Available:
09/30/2025

Closing Date:
09/30/2025

Additional Information:

FLAGSTAFF UNIFIED SCHOOL DISTRICT NO. 1

Registrar
12 Month Calendar
2025-2026 School Year

Position Title: Registrar
Department/Section: Flagstaff High School
Supervisor: Principal

Hourly Rate: $19.00 - $19.75/hour (depending on experience)
Grade: 41
Schedule: 40 hours/week (hours TBD); 12 month position. Benefits offered; Arizona State Retirement System.

Desired Start Date: July 1, 2025, may start prior for training

SUMMARY OF FUNCTION:
Organize and conduct registration procedures; ensure student enrollment and academic records are in compliance; interpret and evaluate student transcripts; determine students’ graduation status; inform teachers, counselors and administration of appropriate information and/or potential problems.

DISTINGUISHING CHARACTERISTICS: Incumbent must remain current on state laws and District policies concerning student enrollment and courses. Incumbent is singularly responsible for accurate student records; works autonomously; coordinates work with other staff; prioritizes work to meet essential student and District timelines; must deal with confidential information effectively. Incumbent serves as integral part of counseling office team; must be able to act on behalf of counselors, secretaries and computer data clerk when needed. Incumbent must be able to deal effectively with parents, staff and students. Incumbent is a member of the Crisis Response Team and is the documentation officer during drills and emergencies.

TYPICAL TASKS:
These examples do not include all possible tasks in this work and do not limit the assignment of related tasks in any position of this class.

Organize and conduct registration for all new students by assisting them in the completion of required District forms, may also include assisting students in the determination of academic possibilities; investigate all data to ensure that it is in compliance with District policy; verify students live within school boundaries by investigative process; investigate data for special education needs form and inform appropriate counselor; collate data and provide attendance office with accurate data for state reports. Originate and maintain CUM files. Other tasks related to registration may include, but is not limited to:

Process registration paperwork.
Enter transfer grades in Student Course History for new students, starting with seniors.
Send out a 45 day Student Screening Report.
Make color-coded files for all new students
Set up new credit record cards and color folders for all incoming 9th graders.
During spring registration, prepare course pick lists, transcripts and other information for current students, grades 9-11.
Assist as requested with Parent Night.
Enter course requests into Synergy.

Order transcripts, birth certificates, immunization records, testing and Special Education records, which may including extensive follow-up procedures; Interpret and evaluate transcripts of new students according to established procedures including verification of classes taken and determination of outstanding requirements.

Advise administrators, counselors and/or teachers regarding students not meeting graduation requirements. Assemble and maintain all permanent records according to state law.
Verify accuracy of course history in District database, issue transcripts upon request for college and scholarship applications.
Issue final transcripts after graduation to colleges and universities.
Issue transcripts for withdrawn students and/or miscellaneous purposes.

Each semester, calculate grade changes, incomplete grades and GPA based on research and evaluation of situation and/or teacher request. Additional tasks may include, but are not limited to:

Check for repeated classes and correct grades if necessary
Enter classes from Plato, Summer school, CCC/Caviat and miscellaneous transfer classes from CCC, NAU, BYU, Mesa Distance Online or other online schools.
Enter transfer grades
Enter completed grades in course history for students who leave early. Include grade changes by teachers or attendance credit correction.

Establish, maintain and track testing/proficiency data; advise teachers and/or counselors of student status; ensure that all students have exceptional needs screening to meet state law requirement. May also include, but is not limited to:

Set up AIMS testing and assist in proctoring when needed.
Keep AIMS scores up to date for counselors. Enter information on credit (record) cards, in two areas on computer, custom-misc and test history scores if not input by District.
Twice a year (Fall and Spring), run AIMS list of students who have not passed AIMS test for counselors.
Mail AIMS results to students home.
File AIMS results in students cum folder.
Verify all students meet AIMS requirements or identify students for Certificate of Completion.
Place SAT/ACT stick tabs on credit (record) cards and card stock in cum folders. These will be sent out with transcripts.
Proctor ACT test given in April at FHS.

Withdraw students during summer months. Send records/transcripts upon request.

Enter withdrawal information in cum file.
Create and maintain spread sheet in Exel to track all withdrawals, (name, date of WD, code, record request, faxed/mailed information, grade and any fees owed).
Print labels and transfer files into manila folders.
Print withdrawn transcript to place in file along with health record.
Box up withdrawn files including any confidential files to send to District Record Archive in October.

Duties at graduation may include, but are not limited to:

Attend graduation meetings.
Work with Counseling Secretary on the graduation list.
Identify and list students as walking graduates, students who will be receiving only certificates of completion and non-graduates.
Forward a list of walking graduates to the Principals Secretary for the program.
Verify accuracy of printed diplomas, place diplomas into covers, and organize for graduation.
At graduation, set up diplomas on stage, remove diplomas of no-show students and hand the correct diploma to the principal during the ceremony.

Summer duties include:

Handle all registration and withdrawals. Process paperwork and input incoming and withdrawn student information using Synergy.
Correct grades
Enter AIMS on credit (record) cards, check appropriate box in computer for students who did not pass.
Process incoming 9th grade files.

Perform other duties as assigned.

QUALIFICATIONS:
Specific training or job experience required before appointment

High school diploma or equivalent certification required.
One year of secretarial coursework.
Ability to deal effectively with parents, staff and students.

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 sit and talk or listen. The employee is occasionally required to move from location to location and reach with hands and arms. Specific vision abilities required by this job include close vision and the ability to adjust focus.

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.

The noise level in the work environment is usually quiet.
Information contained in this job description is for compliance with the American with Disabilities Act (ADA) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position, and additional duties may be assigned.

Thank you for your interest in the Flagstaff Unified School District. Please submit a complete application. Education information must be included in the application. Complete work history needed for proper placement on the salary schedule. If this information is not complete, your application will be returned. All applicants (including current district employees) must submit a complete online application.

Current Internal candidates, please contact Human Resources @ for hourly rate information. Years of service and grade movement (up or down) will be considered.

All employees are subject to a criminal background check. The Flagstaff Unified School District is committed to a policy of nondiscrimination in relation to race, color, religion, gender expression, sexual orientation, military status, age, national origin, or disability. Offers of employment, contingent upon funding.

Registrar - 12 Month (2025-2026 School Year)

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