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William S. Hart Union High School District Personnel Commission

AGENDA OF REGULAR MEETING Thursday, September 13, 2018

6:30 p.m.

Location: Administrative Center – Annex Room 101 26320-32 Spirit Court, Santa Clarita, CA 91350

CALL TO ORDER _____________ ROLL CALL/ESTABLISHMENT OF QUORUM PRELIMINARY BUSINESS

A. Approval of the Agenda for the Regular Meeting, September 13, 2018

ACTION

B. Approval of the Minutes of the Regular Meeting, August 9, 2018*

ACTION

I. PUBLIC COMMENTS

The Public Comments section of the Personnel Commission Agenda is for items not on the Agenda. Public comments are welcomed by the Personnel Commission within reasonable meeting time considerations in order to conduct the Commission’s business. During this time, the Chair of the Commission may acknowledge visitors’ requests to speak on a topic not on the regular Personnel Commission agenda. Speakers are limited to three (3) minutes per agenda item. The Personnel Commission is prohibited from taking action on any item that is not part of the agenda and will not engage in dialogue regarding issues not on the agenda. A. Comments from CSEA Chapter 349 Representative B. Comments from Members of the General Public

II. SPECIAL ITEMS/REPORTS

A. Personnel Director’s Report INFO

III. ROUTINE MATTERS A. Monthly Budget Review* INFO B. Classified Recruitment Update INFO

IV. ACTION ITEMS

A. Ratification of Eligibility Lists 1. Senior Administrative Assistant (Open & Promotional) 2. Instructional Assistant – Special Education,

Mild/Moderate (Open) 3. Instructional Assistant – Special Education,

Moderate/Severe (Open) 4. Campus Supervisor (Open) 5. Substitute Health Services Technician (Open) 6. Information Technology Specialist (Open)

ACTION

B. Approval of New Classification – Human Resources Specialist – 1st Reading*

ACTION


V. DISCUSSION ITEMS A. Merit Rule Revision 2.5 & 4.1 – 2nd Reading* DISCUSSION/ACTION B. Classification & Compensation Study 2018*

1. Attendance Technician – 1st Reading* 2. Data Technician – 1st Reading* 3. Assistant Registrar – 1st Reading* 4. Registrar – Junior High – 1st Reading* 5. Registrar – High School – 1st Reading*

DISCUSSION/ACTION

VI. RECESS TO CLOSED SESSION ____ PM A. Pursuant to Government Code, Section 54957

Public Employment: Evaluation DISCUSSION

VII. RECONVENE TO OPEN SESSION ____ PM A. Report Out Any Actions Taken in Closed Session

VIII. DATE OF NEXT PERSONNEL COMMISSION MEETING: Thursday, October 11, 2018 at

6:30 p.m. in Annex Room 101. OPEN SESSION ADJOURNMENT ______________PM

As of July 1, 2008, the District is required to make documents (revised or otherwise) distributed to the Personnel Commission within 72 hours of a meeting, simultaneously available for public review, provided such documents are not otherwise exempt from public disclosure. Such documents, noted on the Agenda with an asterisk (*), will be available for public review at the Administrative Center’s reception counter. In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the Personnel Commission office at 661-259-0033, ext. 220. Notification 48 hours prior to the meeting will enable the Commission to make reasonable arrangements to ensure accessibility to this meeting.


MINUTES OF REGULAR MEETING Thursday, August 9, 2018

6:30 p.m.

Location: Administrative Center – Board Room 21380 Centre Pointe Pkwy, Santa Clarita, CA 91350

CALL TO ORDER 6:31 PM ROLL CALL/ESTABLISHMENT OF QUORUM Present were Personnel Commissioner Ronda Chobanian, Personnel Commissioner Lorraine King, and Personnel Commission Karen Martin. A quorum was established. PRELIMINARY BUSINESS

A. Approval of the Agenda for the Regular Meeting, August 9, 2018 It was moved by Commissioner King and seconded by Commissioner Martin to approve the agenda for the Regular Meeting of August 9, 2018. Ayes: Chobanian, King, Martin Noes: 0

ACTION

B. Approval of the Minutes of the Regular Meeting, June 14, 2018 It was moved by Commissioner King and seconded by Commissioner Chobanian to approve the Minutes of the Regular Meeting of June 14, 2018. Ayes: Chobanian, King, Martin Noes: 0

ACTION

I. PUBLIC COMMENTS

A. Comments from CSEA Chapter 349 Representative CSEA President Hefferon received confirmation from Director Muraki that dual certification postings were covered under the current Merit Rules. CSEA President Hefferon asked for clarification on Senior Administrative Assistant to CFO position. Director Muraki explained that reclassification request to Personnel Commission is not needed if there is a vacant position and the District can show that the position should be reclassified due to additional duties.

B. Comments from Members of the General Public Director Muraki reported that completed draft of registrar and assistant registrar reclassification study will be circulated to CSEA and the District for review and discussion. Any duties found to be outside the job specification will be followed up. If the information shows that the duties are in alignment with current job specifications, it becomes a workload issue and will involve position control and district staffing rather than the


Personnel Commission. Draft of study, with input, should be available at the September meeting.

II. SPECIAL ITEMS/REPORTS

A. Personnel Director’s Report Director Muraki reported that there has been a lot of recruitment since the last meeting and stated that there will be a discussion with CSEA regarding changes to summer school assignments in order to provide consistent coverage for sites. He added that staffing changes are still being made for some Instructional Assistant and Bus Assistant positions. He communicated that group orientation for new hires is helpful in getting questions answered and expediting the hiring process.

INFO

III. ROUTINE MATTERS

A. Monthly Budget Review Director Muraki said that the budget reflects increase in salary and purchase of equipment for the department.

INFO

B. Classified Recruitment Update Director Muraki announced that current testing is for open/continuous positions. There was some discussion about future classified hiring for Castaic High School.

INFO

IV. ACTION ITEMS

A. Ratification of Eligibility Lists 1. Educational Transcriber (Open) 2. Office Assistant I (Open) 3. Program Specialist (Open & Promotional/Dual

Certification) 4. Health Services Technician (Open & Promotional) 5. Substitute Custodian (Open) 6. Behavior Intervention Assistant (Open &

Promotional/Dual Certification) It was moved by Commissioner Martin and seconded by Commissioner King to ratify the eligibility lists as presented. Ayes: Chobanian, King, Martin Noes: 0

ACTION

V. DISCUSSION ITEMS

A. There were no discussion items presented. Commissioner Martin brought up salary study and timeline for registrars and assistant registrars. Director Muraki reports that salary comparison will take into consideration duties that are currently in place as well as information collected from the survey.

INFO

VI. RECESS TO CLOSED SESSION 7:00 PM A. Pursuant to Government Code, Section 54957

Public Employment: Evaluation DISCUSSION


VII. RECONVENE TO OPEN SESSION 8:30 PM A. Report Out Any Actions Taken in Closed Session

Commissioner Chobanian reported that Director Muraki has been approved for permanent status after probationary period which ended August 2018. Review will be discussed at the September 13, 2018 meeting.

VIII. DATE OF NEXT PERSONNEL COMMISSION MEETING: Thursday, September 13, 2018 at

6:30 p.m. in Annex Room 101. OPEN SESSION ADJOURNMENT 8:32 PM

0310000 Pers Commission

WILLIAM S. HART UHSD

AUGUST 2018 MONTHLY

Obj Object Description Resource Description Budgeted Amt Expended Amt Enc Amt Pre-Enc Amt Remain Amt % Left

1930 Other Certif Sal-Hrly/Dly Unrestricted Resources 0.00 0.00 0.00 0.00 0.00 0.00

1960 Other Certif Sal-Substitute Unrestricted Resources 0.00 0.00 0.00 0.00 0.00 0.00

2310 Class Supp & Admin Sal-FT Unrestricted Resources 125,905.00 10,139.19 0.00 0.00 115,765.81 91.95

2410 Cler Tech Office Staff Sal-FT Unrestricted Resources 292,161.00 24,583.54 0.00 0.00 267,577.46 91.59

2430 Cler Tech Off Staff Sal-H/D Unrestricted Resources 0.00 0.00 0.00 0.00 0.00 0.00

2460 Cler Tech Off Staff Sal-Sub Unrestricted Resources 2,500.00 0.00 0.00 0.00 2,500.00 100.00

2930 Other Classif Sal-Hourly/Daily Unrestricted Resources 250.00 2,064.48 0.00 0.00 -1,814.48 -725.79

3111 STRS, Certificated Positions Unrestricted Resources 0.00 0.00 0.00 0.00 0.00 0.00

3212 PERS, Classified Positions Unrestricted Resources 76,008.00 6,551.66 0.00 0.00 69,456.34 91.38

3311 OASDI, Certificated Positions Unrestricted Resources 0.00 0.00 0.00 0.00 0.00 0.00

3312 OASDI, Classified Positions Unrestricted Resources 26,091.00 3,282.41 0.00 0.00 22,808.59 87.42

3331 Medicare, Cert Positions Unrestricted Resources 0.00 0.00 0.00 0.00 0.00 0.00

3332 Medicare, Class Positions Unrestricted Resources 6,102.00 767.65 0.00 0.00 5,334.35 87.42

3412 Hlth & Wlfr Benefits, Class Unrestricted Resources 62,351.00 0.00 0.00 0.00 62,351.00 100.00

3511 State Unemploy Insur, Cert Pos Unrestricted Resources 0.00 0.00 0.00 0.00 0.00 0.00

3512 State Unemploy Insur, Clas Pos Unrestricted Resources 210.00 26.51 0.00 0.00 183.49 87.38

3611 Worker Comp Insur, Cert Pos Unrestricted Resources 0.00 0.00 0.00 0.00 0.00 0.00

3612 Worker Comp Insur, Class Pos Unrestricted Resources 11,783.00 1,031.50 0.00 0.00 10,751.50 91.25

3912 Cash-in-lieu of Ben, Clas Pos Unrestricted Resources 2,500.00 0.00 0.00 0.00 2,500.00 100.00

4310 Materials and Supplies Unrestricted Resources 1,200.00 70.97 0.00 0.00 1,129.03 94.09

4322 Non-Instructional - Food Unrestricted Resources 1,000.00 0.00 0.00 0.00 1,000.00 100.00

4410 Equipment Unrestricted Resources 500.00 0.00 0.00 0.00 500.00 100.00

4420 Computer Equipment Unrestricted Resources 1,000.00 0.00 0.00 0.00 1,000.00 100.00

5215 Non-Admin Mileage Unrestricted Resources 1,800.00 66.71 0.00 0.00 1,733.29 96.29

5220 Travel and Conferences Unrestricted Resources 2,500.00 0.00 0.00 0.00 2,500.00 100.00

5310 Dues and Memberships Unrestricted Resources 3,250.00 1,100.00 0.00 0.00 2,150.00 66.15

5640 Maintenance Contracts Unrestricted Resources 1,000.00 0.00 0.00 0.00 1,000.00 100.00

0310000 Pers Commission

WILLIAM S. HART UHSD

AUGUST 2018 MONTHLY

Obj Object Description Resource Description Budgeted Amt Expended Amt Enc Amt Pre-Enc Amt Remain Amt % Left

5710 Direct Costs for Transfer Serv Unrestricted Resources 0.00 0.00 0.00 0.00 0.00 0.00

5810 Contracted Services Unrestricted Resources 5,100.00 0.00 0.00 0.00 5,100.00 100.00

5821 Attorney Fees Unrestricted Resources 7,000.00 783.63 0.00 0.00 6,216.37 88.81

5830 Advertisement Unrestricted Resources 4,000.00 0.00 0.00 0.00 4,000.00 100.00

5840 Computer/Technlgy Related ServUnrestricted Resources 8,000.00 0.00 0.00 0.00 8,000.00 100.00

5890 Other Services Unrestricted Resources 1,000.00 0.00 0.00 0.00 1,000.00 100.00

5910 Postage Unrestricted Resources 50.00 0.00 0.00 0.00 50.00 100.00

Total for Function 74000-Personnel/Human Re 643,261.00 50,468.25 0.00 0.00 592,792.75 92.15

5710 Direct Costs for Transfer Serv Unrestricted Resources 500.00 0.00 0.00 0.00 500.00 100.00

Total for Function 75500-Printing, Publishing, 500.00 0.00 0.00 0.00 500.00 100.00

Total for Goal 00000-Undistributed 643,761.00 50,468.25 0.00 0.00 593,292.75 92.16

Total for Resource 00000.0-Unrestricted Resou 643,761.00 50,468.25 0.00 0.00 593,292.75 92.16

Total for Location 0310000-Personnel Commi 643,761.00 50,468.25 0.00 0.00 593,292.75 92.16

HR Specialist 1

William S. Hart Union High School District Position Description Position: HR Specialist FLSA: Non-exempt

Approved by: Personnel Commission, TBD Salary Range: 260

Summary

Under the direction of an assigned Human Resources Administrator, performs a variety of technical personnel activities, including but not limited to monitoring and maintaining the employee leave of absence program, personnel files, and the catastrophic leave bank.

Essential Duties and Responsibilities Performs a variety of technical personnel activities to support both certificated and

classified HR programs. Provides complex support to the Classified and Certificated HR Departments. Researches, compiles, assembles, and evaluates a variety of data and information;

prepares and maintains a variety of records, reports, and files related to employee leave of absence, leave banks, accrued time, and general personnel information.

Analyzes leave claims (e.g., FMLA, CFRA, PDL, ADA, USERRA) to determine eligibility and compliance with Federal and State regulations.

Provides support to the administration of all employee leaves, as well as providing case management and program compliance with Federal and State leave programs.

Provides complex clerical support for the creation and communication of regular Human Resources related personnel notifications (e.g., salary increases, status changes, unemployment claim responses, service credits, employment verifications).

Communicates with District personnel, outside agencies, and the public to exchange information and resolve issues or concerns; initiates and received telephone calls.

Prepares and delivers timely correspondence and leave notices as required to employees requesting leaves.

Monitors and tracks employee leaves, including completing and submitting appropriate forms.

Serves as a point of contact for employee retirement inquiries. Provides HR support to the workers’ compensation program and payroll department. Customize and maintain leave of absence templates and notifications. Participates in a variety of other assigned activities such as assisting with preparing and

maintaining employee records and files and performing duties in support of the leave of absence program.

Perform related duties as requested or assigned.

HR Specialist 2

Qualifications Knowledge and Skills

Knowledge of Federal and State employee leave programs. Knowledge of medical disability management. Knowledge of applicable Human Resources laws, codes, policies and procedures. Knowledge of the principles, practices and procedures of human resources

information systems, related services, and industry best practices. Well-developed written language skills to prepare complex reports and

correspondence. Abilities

Ability meet deadlines and carry out all aspects of the position. Gather and analyze data and develop conclusions, recommendations, reports, and

correspondence. Compose correspondence and written materials independently or from oral

instructions. Establish and maintain effective working relationships with others. Maintain the security of confidential materials and information. Ability to work independently with little direction.

Physical Abilities

Function indoors in an office environment engaged in work of primarily a sedentary nature.

Dexterity of hands and fingers to operate a computer keyboard. Hearing and speaking to exchange information in person and on the telephone. Sitting or standing for extended periods of time. Seeing to read a variety of materials. Bending at the waist, kneeling, or crouching to file and retrieve materials. Reaching overhead, above the shoulders, and horizontally.

Education and Experience

An Associate’s degree in Human Resources or a closely related field. Two years of increasingly responsible clerical experience in the field of Personnel, Human Resources, or a related field. Additional experience may substitute for higher education based on two years of experience for one year of college.

Licenses and Certificates

May require a valid California driver’s license. Working Conditions

Work is performed indoors where minimal safety considerations exist.

Merit Rule 2.5

RULE 2.5 DUAL CERTIFICATION

The Commission may, prior to the examination, authorize dual certification from the resultant eligibility lists when the same examination is held on an open competitive and promotional basis to provide a list of eligibles for any class having fewer than three four permanent positions or for which most recent promotional eligibility list failed to provide sufficient available eligibles to fill all the vacancies occurring for permanent positions during the year of life of the eligibility list. The resulting eligibility list shall consist of promotional and open competitive candidates merged on one eligibility list. Scores on this type of list shall include applicable seniority credit points for promotional candidates.

Veterans’ credit shall not be added to the scores of the open eligibles unless promotional eligibles have been removed from the list, through appointment or otherwise. Veterans’ credit shall be added to the scores of the remaining open eligibles, and their ranks adjusted accordingly, when promotional eligibles have been removed from the list.

Merit Rule 4.1

RULE 4.1 DUAL CERTIFICATION

The Commission may, prior to the examination, authorize dual certification from the resultant eligibility lists when the same examination is held on an open competitive and promotional basis to provide a list of eligibles for any class having fewer than three four permanent positions or for which most recent promotional eligibility list failed to provide sufficient available eligibles to fill all the vacancies occurring for permanent positions during the year of life of the eligibility list. The resulting eligibility list shall consist of promotional and open competitive candidates merged on one eligibility list. Scores on this type of list shall include applicable seniority credit points for promotional candidates.

Veterans’ credit shall not be added to the scores of the open eligibles unless promotional eligibles have been removed from the list, through appointment or otherwise. Veterans’ credit shall be added to the scores of the remaining open eligibles, and their ranks adjusted accordingly, when promotional eligibles have been removed from the list.

William S. Hart UnionHigh School District

Classification& Compensation Study 2018

Technical/Clerical Series

STUDY METHODOLOGY

Survey was designed to measure differences between actual position duties and position descriptions currently posted on District website

Data was gathered via Google forms fillable survey emailed to all classified and confidential employees; responses categorized according to job family and classification for review

Survey responses were compared to current position descriptions. Any significant differences were assessed by Classified HR to determine if further evaluation needs and methods were warranted

Classifications were reviewed to identify positions that may be part of a designated career pathway, and position descriptions adjusted to highlight distinguishing features among related classifications

Position descriptions were revised to reflect any necessary corrections or misalignments

Internal alignment was verified by categorizing classifications within job families and career pathways and evaluating minimum requirements to confirm higher qualifications transitioned to higher pay grades

Salary data was collected from predetermined union school districts and selected other agencies to compare like positions

Data gathered was from posted salary schedules, starting and step 5 base salaries only. Total compensation (longevity, health and welfare, and fringe benefits) is beyond the scope of this study and will not be considered for calculations; however it may be referenced in the comprehensive report for informative purposes. Total compensation is a valuable measurement, and may be a deciding factor in recruiting and retaining a top-level workforce. It is recommended to include this level of examination in future research

Position comparisons were determined by matching like scope of duties and minimum qualifications, not necessarily job titles

Statistical data was analyzed to determine market range, median, and average, and identify the percentage William S. Hart’s salary falls above or below the sample grand mean as a comparative guide for possible salary recommendations

SAMPLE SCHOOL DISTRICTS

Sample selected according to relevancy and geographical proximity to William S. Heart UHSD - positions may vary by district

Predetermined union school districts (high school or K-12) within the Los Angeles and Ventura Counties will be the primary sample. Information from local public community college (

College of the Canyons) and the City of Santa Clarita may be considered for relevant positions.

Difficulty obtaining position description information due to inaccessibility or validity was an eliminating factor for some districts.

ADA information as reported by California Department of Education School Dashboard- Spring 2017 Equity Report

William S. Hart ADA = 22,583

DISTRICT ADA DISTRICT ADA

Burbank USD 15,112 Conejo Valley USD 19,365

Glendale USD 26,117 Oxnard UHSD 16,516

Pasadena USD 17,178 Santa Monica-Malibu USD

11,249

Saugus USD 9,984 Simi Valley USD 17,223

Torrance USD 23,885 Ventura USD 17,125

SAMPLE SELECTION VALIDATION

EMPLOYEE RESIDENCE CHART

The great majority of employees are located within or proximal to the Santa Clarita Valley, presenting a relevant argument to limit sample size to like districts within a reasonably close

vicinity. Districts included in this survey sample fell within a 54 mile radius of the William S. Hart Union High School District Office.

83%

6%

11%

Employee City of Residence

Santa Clarita Valley

Palmdale/Lancaster

Other

CLASSIFICATION REORGANIZATION

CURRENT- Secretarial /Clerical Job Family

SECRETARIAL/CLERICAL Range Administrative Assistant 260 Administrative Assistant to the CFO-CAO 320 Assistant Registrar 200 Attendance Technician 190 Data Technician 240 District Receptionist 110 Office Assistant I 090 Office Assistant II 120 Office Assistant III 150 Program Specialist 170 Registrar-High School 230 Registrar-Junior High 220 School Office Manager 260 Secretary 210CONFIDENTIAL POSITIONS Senior Administrative Assistant Administrative Assistant-Superintendent’s Office Executive Assistant to the Superintendent

CLASSIFICATION REORGANIZATION

Career Pathways by Job Family

PROPOSED- Secretarial /Clerical Job FamilyCareer pathways show a natural progression of professional advancement, some higher-level positions may also require additional education, skills, or certifications.

SECRETARIAL/CLERICAL Range District Receptionist 110SECRETARIAL PATHWAY Secretary 210 Administrative Assistant 260 School Office Manager 260 Administrative Assistant to the Superintendent’s Office Confidential Administrative Assistant CFO/CAO 320 Senior Administrative Assistant Confidential Executive Assistant to the Superintendent and

the Governing Board Confidential GENERAL OFFICE PATHWAY Office Assistant I 090 Office Assistant II 120 Office Assistant III 150 Program Specialist 170TECHNICAL/CLERICAL PATHWAY Attendance Technician 190 Assistant Registrar 200 Registrar - Jr. High School 220 Registrar - High School 230 Data Technician 240

Minimum Qualifications

INTERNAL ALIGNMENTTECHNICAL/CLERICAL CAREER PATHWAY

Attendance Technician is an entry-level technical/clerical position, which requires the demonstrated ability to learn attendance recording rules, and requirements, record accurate attendance, maintain student files and compile and arrange data for teacher, site, and District reports.

Assistant Registrar is a primary level technical/clerical position in a career path for student records management, and requires the ability to enter student information to permanent records, intake new student requests, and establish student records.

Registrar Junior High School is an intermediate leveltechnical/clerical position in a career path for student records management and requires the ability to integrate attendance, health, assessment, academic progress, testing and matriculation information into student records, and provides support to activities such as graduation.

Registrar High School is a senior level position, which may assist with resolution of student and parent grade and registration disputes, property returns for student withdrawal, and verification of exit IEP meeting, coordination of home study teacher and grades, oversees accurate diploma distribution, in addition to all regular and higher function registrar duties.

Data Technician is the highest level in the technical clerical career pathway for student records management. A Data Technician performs complex and technical duties related to the input, auditing, collection, retrieval, management, and analysis of data.

Advancement potential among the technical career pathway is based on need and compliance with the minimum qualifications and competencies required of the classification.

Note- Experience for a higher range may require less length of time than a lower range yet still maintain alignment if the complexity and level of specialization is advanced

Education/Experience/Range

HS/2 190

HS+*/2 200

HS+*/3 220

HS+*/4 230(administrative and clerical support specific to records and data entry)

HS+*/3 240(progressive responsibility and specialized experience in reports and analysis)

+* Denotes requirement of supplemental coursework above a high school diploma

MARKET STUDY: POSITION ANALYSISATTENDANCE TECHNICIAN

Agency Class Title Min Monthly Max Monthly

Req Ed

Req Exp

Burbank USD Attendance Clerk 2448 2983 0 2

Conejo Valley USD Intermediate Clerk Typist 2823 3444 0 1

Glendale USD Attendance Worker 2755 3351 0 1

Oxnard UHSD Attendance Advisor 3134 3820 0 2

Pasadena USD Senior Clerk Typist 2511 3055 0 2

Santa Monica-Malibu USD

Senior Office Specialist 2786 3385 0 2

Saugus USD School Office Assistant 3185 3978 0 1

Simi Valley USD School Services Assistant II 2624 3194 1 3

Torrance USD Office Assistant 3122 3797 0 1

Ventura USD Attendance Assistant 2933 3676 0 1

Average Minimum Qualifications 0.10 1.6

Cumulative Minimum Qualifying Years= 1.7

College of the Canyons NA

City of Santa Clarita NA

William S Hart Current 3427 4023 0 2

William S. Hart Recommended No Change

Market Range 737 995 1 2

Market Mean 2832 3468 .10 1.6

Market Median 2805 3145 0 2

% of Market Agencies Below Wm.S Hart Salary

100 100

Wm.S. Hart Distance from Market Mean

19.01 14.82

Grand Mean Compared to Market = 16.92 % above market

MARKET STUDY: POSITION ANALYSISREGISTRAR- ASSISTANT


Req Ed

Req Exp

Burbank USD Registrar 2913 3551 0 4

Conejo Valley USD Registrar 3120 3801 0 2

Glendale USD Clerk II 2503 3037 0 1

Oxnard UHSD Registrar 3546 4321 0 3

Pasadena USD Registrar 2771 3372 0 2


Senior Office / Data Entry Specialist

2786 3385 0 2

Saugus USD Clerical Assistant 3021 3757 0 3

Simi Valley USD School Services Assistant II 2624 3195 1 3

Torrance USD Data Control Office Assistant 3284 3987 0 2

Ventura USD Records Technician 3103 3886 0 3


Cumulative Minimum Qualifying Years = 2.6






Market Mean 2967 3629 0.10 2.5

Market Median 2967 3654 0 2.5


90% 90%


16.48 12.28

Grand Mean Compared to Market = 14.38% above market

MARKET STUDY: POSITION ANALYSISREGISTRAR- JUNIOR HIGH SCHOOL


Req Ed

Req Exp



Glendale USD Clerk III 2755 3351 0 2


Pasadena USD District Registrar 2911 3543 1 3


Senior Office / Data Entry Specialist

2786 3385 0 2

Saugus USD Office Manager 3941 4902 0 1

Simi Valley USD School Services Assistant III 2874 3521 1 4

Torrance USD Enrollment & Student Services Technician

3987 4846 0 3

Ventura USD Records Specialist 3777 4738 0 3








Market Mean 3261 3996 0.20 2.7



0.70 0.60


11.23 6

Grand Mean Compared to Market = + 8.62 % above market

MARKET STUDY: POSITION ANALYSISREGISTRAR- HIGH SCHOOL


Req Ed

Req Exp



Glendale USD Clerk III 2755 3351 0 2


Pasadena USD District Registrar 2911 3543 1 3


Senior Office /Data Entry Specialist

2786 3385 0 2

Saugus USD Office Manager 3941 4902 0 1

Simi Valley USD School Services Assistant III 2874 3521 1 4

Torrance USD Enrollment & Student Services Technician

3987 4846 0 3

Ventura USD Records Specialist 3777 4738 0 3








Market Mean 3261 3996 0.20 2.7



.70 .70


13.31 8.09

Grand Mean Compared to Market = +10.70 % over market

MARKET STUDY: POSITION ANALYSISDATA TECHNICIAN


Req Ed

Req Exp

Burbank USD District Attendance Technician 3059 3728 0 3

Conejo Valley USD Senior Clerk Typist 3022 3692 0 3

Glendale USD Administrative Secretary 3107 3781 0 2

Oxnard UHSD Attendance Accounting Technician

3547 4321 0 2

Pasadena USD Data Control Technician 3212 3914 2 2


Data Entry Specialist 2786 3385 0 1

Saugus USD District Office Administrative Secretary

3941 4902 0 3

Simi Valley USD Attendance Accounting Coordinator

3778 4634 2 5

Torrance USD Data Control Office Assistant 3284 3987 0 2

Ventura USD Student Data Technician 3195 3995 0 3


Cumulative Minimum Qualifying Years= 3

College of the Canyons

City of Santa Clarita Record Technician 4650 5652 0 3




Market Mean 3293 4034 0.4 2.6

Market Median 3204 3951 0 2.5


.90 .80


14.32 8.72

Grand Mean Compared to Market = + 11.52 % over market

Final Report to the Personnel Commission

BACKGROUND/SUMMARY Incumbents in the registrar technical series of the Secretarial/Clerical job family had requested a classification review from previous Personnel Commission management; as such, the registrars were given priority and their job specifications were reviewed prior to other classifications. The remaining classifications and subsequent study will be completed over the next several months. Since part of the current classification & compensation study includes identifying career pathways and updating distinguishing career features, the related positions determined to be part of the same Technical/Clerical Career Pathway series were also reviewed in conjunction with the Registrars.

TECHNICAL/CLERICAL CAREER PATHWAY Attendance TechnicianAssistant RegistrarRegistrar-Junior HighRegistrar-High SchoolData Technician

SURVEY RESPONSESSeven employees in the Registrar classifications completed surveys, which were intended to identify any significant discrepancies from the current job descriptions. One of the seven respondents replied that the duties, knowledge, skills and minimum requirements were all related to the current position description. A main concern noted by 4 out of 7 respondents was the Free/Reduced Application Management (FRAM); however the Jr. High and High School position descriptions outlines preparation of eligibility lists including lunch programs, as well as data entry and reporting for state and federal agencies. This responsibility was verified by supervisors as an entry and reporting only function, comparable to the scope and complexity level of this position. Other survey responses mentioned confidentiality required and multiple report maintenance tasks, which are consistent with the position description language and scope. A lower level function of providing lunch relief to reception desk was also mentioned.Knowledge and skills assessment responses mentioned computer/data management skills, advanced interpersonal skills, knowledge of District policies and procedures, and knowledge of relative laws/ bills that would affect registrar operations. It was verified by District Office staff overseeing site registrars that staying abreast of relative state and/or federal policy changes are considered a higher level function, and as such, it is the responsibility of the District to appropriately notify and train staff at other worksites of any changes to policy or procedure. Other items mentioned fell within the acceptable scope of knowledge and skills.Education and experience input ranged from related to current description, none required, school experience vital, to strong grammar and writing skills. These areas are covered in the current position description, however this information is important to note so it can be emphasized in future testing and interview applications.

Final Report to the Personnel Commission (cont.)

SURVEY RESPONSES(cont.)There were no responses for the Data Technician position, and the Attendance Technician yielded only four responses. Primary concerns for the Duties/Responsibilities was the coverage of reception duties, however coverage for other desks is outlined in the position description and duties are within the office scope and lower level functions. The District or principals have not indicated a need for a receptionist position. Responses for Knowledge/Skills section were reviewed and deemed to be within the scope of the current position. One item that appeared in another section but was relevant to the knowledge and skills was extensive email correspondence. Thus, it is suggested to add “Sufficient writing skills to prepare routine yet professional correspondence and reports” to the current Attendance Technician position description. Additional education or experience was not stated; however, a need for training job functions was expressed.

INTERNAL ALIGNMENTAll positions in the Technical/Clerical Pathway were reviewed to ensure equity through proper internal alignment. Positions were found to be in alignment, with advancing positions showing an increase in the extent or scope of educational and experience minimum requirements.

POSITION DESCRIPTION CHANGESThe following recommended changes to position descriptions are recommended pending approval: minor language changes were suggested to generalize agencies, programs, and software that may become outdated, a missing 'Abilities’ section due to a typographical error was reintroduced on the Registrar-Junior High position, “ Sufficient writing skills to prepare routine yet professional correspondence and reports” was added to Attendance Technician , and minimum qualifications have added a substitution of higher education in lieu of partial experience for some positions.

FINDINGSAll classifications within the Technical/Clerical pathway were compared to matching positions from the study’s selected sample, and all positions were found to be significantly higher than the market mean. William S. Hart’s current salary for the Technical/Clerical Career Pathway positions is higher than 60-100 % of the districts sampled. The final calculation was determined by the grand mean, which compared the 1st and 5th step monthly salaries for participating districts to their distance from William S. Hart’s 1st and 5th step monthly salaries. The results identified WMSHUHD salaries for this series to be significantly higher than most, ranging from 8-16% above the sample mean. * It should be noted, with the exception of Data Technician, many of the districts did not have the same level of differentiation between positions; and in fact, many of the districts had one classification that performed attendance and all level registrar duties.

RECOMMENDATION Based on the findings, no change in classification or compensation is recommended for the positions included in the Technical/Clerical Career Pathway Series.

William S. Hart Union High School District Position Description Position: ATTENDANCE TECHNICIAN FLSA: Non-exempt Salary Range: 190 Approved by PC: 12.9.9, revised 6.10.15, revised 12.15.17 SUMMARY Under the direction of the principal or assigned administrator provides accurate monitoring, recording and

communication of student attendance at a secondary school. Maintains up to date and archived records for student files and audit requirements. Provides information for use by others by compiling and preparing attendance reports.

DISTINGUISHING CAREER FEATURES

Attendance Technician is an entry-level technical/clerical position, which requires the demonstrated ability to learn attendance recording rules, and requirements, record accurate attendance, maintain student files and compile and arrange data for teacher, site, and District reports. Assistant Registrar is a primary level technical/clerical position in a career path for student records management, and requires the ability to enter student information to permanent records, intake new student requests, and establish student records. Registrar Junior High School is an intermediate level technical/clerical position in a career path for student records management and requires the ability to integrate attendance, health, assessment, academic progress, testing and matriculation information into student records, and provides support to activities such as graduation. Registrar High School is a senior level position, which may assist with resolution of student and parent grade and registration disputes, property returns for student withdrawal, and verification of exit IEP meeting, coordination of home study teacher and grades, oversees accurate diploma distribution, in addition to all regular and higher function registrar duties. Data Technician is the highest level in the technical clerical career pathway for student records management. A Data Technician performs complex and technical duties related to the input, auditing, collection, retrieval, management, and analysis of data.

Advancement potential among the technical career pathway is based on need and compliance with the minimum

qualifications and competencies required of the classification

ESSENTIAL DUTIES AND RESPONSIBILITIES Statements are intended to reflect general scope and level of work, and are not an exhaustive list of responsibilities required of the classification. Enters daily attendance and related student data onto a data entry screen for a student database. Edits and revises data,

generates information and reports as requested and according to established time lines. Makes and receives phone calls and notes regarding student absences. Receives and relays messages to students and

parents as necessary. Maintains up-to-date logs of personal and telephone contacts with students and parents. Records/inputs attendance and tardy data and compiles periodic attendance and excused absence lists and data to support

mandated reports, (e.g., weekly attendance change tracking, section change tracking, “Attention 2 Attendance”, monthly reconciliation, attendance register and attendance summary required by the state, tardy reports, etc.).

Issues and verifies student off campus passes, admits and tardy passes. Compiles information for auditors based on existing information and reports. Refers serious attendance problems according to established procedures. Assists in identifying and resolving problems

of students with frequent absenteeism and refers to appropriate individuals such as counselors and Child Welfare/Attendance Specialists.

Prepares and maintains a variety of lists, records, letters and reports regarding student attendance, tardiness, truancy, suspension and discipline. Maintains up-to-date and easy to-access student contact information and records.

Follows up with teachers to make sure attendance is documented in the Infinite Campus system. Forwards report to accounting that shows teachers who have not compiled with attendance reporting requirements.

Notifies others of changes and/or corrections to student contact information as needed to maintain up-to-date files. May train others in student attendance recording, follow-up call techniques and on proper ways to complete forms. May set up after-hours call-out and call-in systems. May assist the Registrar with documenting student cumulative files and enrollment and matriculation procedures.

May serve as site receptionist with respect to greeting visitors, answering telephone inquiries, taking items from parents

and other parties, pages students, send student messages, responds to teacher requests for supplies, accepts packages from UPS, and responds to DIS counselors inquires, etc.

May supervise student service participants. May provide coverage for Health Services Technician during lunch breaks or other breaks. Confers with counselors on attendance issues. May provide oral and/or written translation for non-English speaking individuals. Performs other duties as required that support the overall objective of the position. QUALIFICATIONS KNOWLEDGE AND SKILLS Record keeping, office organization and general clerical skills. Knowledge of and skill using common computer-aided office productivity software and specialized applications for

data entry of student information (i.e., Infinite Campus). Technical aspects of attendance recording. Applicable District policies and procedures and State Education Codes. Math skills to compute sums, differences, quotients, products and percent. Sufficient writing skills to prepare routine yet professional correspondence and reports. Human relations skills to convey policies, procedures, and other technical matters to others, and to exercise patience

when dealing with students and parents. ABILITIES Perform the essential functions of the position including clerical and record keeping duties and operation of computer-

aided software programs for recording attendance and related information. Maintain and reconcile records and reports consistent with defined requirements. Learn, apply and interpret District and State policies and Codes that relate to attendance programs. Interact in a positive manner with students and parents from a wide range of backgrounds, occasionally in

confrontational situations. Maintain privacy of student records and information. Ability to solve problems. Ability to adapt and be flexible to shifting priorities. Ability to exhibit a high attention to detail. Ability to demonstrate high customer service requiring tact and diplomacy. PHYSICAL ABILITIES Function indoors in an office environment engaged in work of primarily a sedentary nature. Ambulatory ability to sit for extended periods of time, to utilize microcomputers and peripheral equipment, accomplish

other desktop work and to move to various campus locations. Near vision to read printed materials. Auditory ability to carry on conversations in person and over the phone. Retrieve work materials from overhead, waist and ground level files. Manual and finger dexterity to write, use a pointing device, keyboard at 35 w.p.m., and 10-key pad at an acceptable

rate, operate microcomputer and to operate other standardized office equipment, almost constantly requiring repetitive motions.

EDUCATION AND EXPERIENCE High School diploma or equivalent and two years of general clerical or record keeping experience or one year of the same in a school office. Optional Second Language Some positions in this classification require the ability to speak, read, and write a second language in addition to English, any may require bilingual proficiency for which selective certification may apply (Education Code 45277). LICENSES AND CERTIFICATES May require a valid California driver’s license. WORKING CONDITIONS Work is performed in an office environment. The office supports a high volume of activity and is dominated by interruptions and conversational noise.

William S. Hart Union High School District Position Description Position: DATA TECHNICIAN FLSA: Non-exempt Salary Range: 240 Approved by PC: 12.15.16 SUMMARY Under the direction of an assigned administrator, performs a variety of complex and technical duties

related to the input, auditing, collection, retrieval, management, and analysis of data as it pertains to local, state, and federal mandates; department, site, and District needs.





ESSENTIAL DUTIES AND RESPONSIBILITIES Statements intended to describe general scope and level of work, and are NOT an exhaustive list of responsibilities required of classification Performs specialized recordkeeping including auditing, compiling, updating, and reporting of student data. Organizes, codes, aggregates, and disaggregates data for analysis. Cleans data for errors, redundancies, and omissions. Manages data collection processes, procedures, and timelines related to student data. Maintains databases for use in the collection, organization, analysis and reporting of data as required by local, state, and

federal programs. Develops routine and custom reports related to student enrollment, attendance, assessments, outcomes, and other related

information. Compiles, processes, and analyzes information from a variety of internal and external data systems and sources,

including audio, video, print, etc. Collaborates with District staff to obtain, clean, and process data retrieved from the student information system, learning

management system, and other related facts. Gathers, classifies, and summarizes information necessary to prepare District, state, and federal reports. Performs data queries and provides accurate, relevant, and timely information to District personnel, departments and

sites, as well as external stakeholders. Aggregates District data, performs analysis using multiple variables, and creates reports as required. Collaborates with external educational partners for the purposes of sharing and collecting data.

Provides assistance to District personnel to ensure accurate reporting, completion, and maintenance of student records

and reports. Serves as a departmental resource for special projects and research involving data collection and analysis. Ensures compliance with state and federal student information privacy laws. Attends meetings, conferences, and workshops as directed, to maintain current knowledge of local, state, and federal

rules, regulations, and laws regarding student data collection and practices. May perform research for program reporting and accountability. May provide end-user training and support of student information system and other related systems. May assist with clerical functions including processing payroll and creating purchase requisitions. Performs other duties as assigned that support the overall objective of the position. QUALIFICATIONS KNOWLEDGE AND SKILLS Methods, procedures, and techniques pertaining to data research, processing, and the

collection and organization of data. Methods used in compilation of complex reports. Data management, storage, and retrieval systems. Methods to interpret, apply, and explain rules, regulations, policies, and procedures. Modern office methods and clerical record keeping, filing procedures, and report generation. Modern office equipment such as a personal computer and related technology. Personal computer software including MS Word, Excel and PowerPoint. Correct English usage, grammar, spelling, and punctuation. ABILITIES Accurately summarize data and present it in different forms, including charts, graphs, and tables. Recognize relationships and trends in data and draw credible conclusions, inferences, and generalizations. Adjust quickly to changes in assignments and priorities. Maintain focus and quality under distracting working conditions and high workloads. Locate and utilize appropriate sources for information. Ensure accuracy and reliability of information. Provide information that is timely, understandable, and appropriate to the needs of others. Know and stay current on relevant laws, regulations, policies and procedures that pertain to the job. Work cooperatively and communicate effectively with staff, external organizations, and public using patience, tact, and

courtesy. PHYSICAL ABILITIES Function indoors in an office environment engaged in work of primarily sedentary nature. Ambulatory ability to sit for extended periods of time, to utilize microcomputers and peripheral equipment, accomplish

other desktop work, and to move to various locations. Near vision to read printed materials. Auditory ability to carry on conversations in person and over the phone. Retrieve work materials from overhead, waist, and ground level files. Manual and finger dexterity to write, use a pointing device, keyboard, operate microcomputer, and to operate other

standardized office equipment, almost constantly requiring repetitive motions. EDUCATION AND EXPERIENCE High school diploma or equivalent, supplemented by college-level coursework or technical training in data processing, research, analysis, and report presentation. Three years of progressively responsible experience running reports, analyzing data, creating databases, spreadsheets, and other related reports. LICENSES AND CERTIFICATES May require a valid California driver’s license. WORKING CONDITIONS Work is performed indoors where minimal safety considerations exist.

William S. Hart Union High School District Position Description Position: ASSISTANT REGISTRAR FLSA: Non-exempt Salary Range: 200 Approved by PC: 12.9.9, revised 5.13.15, revised 12.15.16 SUMMARY Under the direction of the principal or assigned administrator, performs clerical and statistical record

keeping duties related to the enrollment, graduation or withdrawal of high school students including those in special programs, according to established policies and procedures. Responsible for summer school data processing under the supervision of the Summer School Principal. Receives, establishes, and assists in evaluating records. Enters data to update electronic and manual student files.


Attendance Technician is a primary level technical/clerical position, which requires the demonstrated ability to learn attendance recording rules, and requirements, record accurate attendance, maintain student files and compile and arrange data for teacher, site, and District reports. Assistant Registrar is a primary level technical/clerical position in a career path for student records management, and requires the ability to enter student information to permanent records, intake new student requests, and establish student records. Registrar Junior High School is an intermediate level technical/clerical position in a career path for student records management and requires the ability to integrate attendance, health, assessment, academic progress, testing and matriculation information into student records, and provides support to activities such as graduation. Registrar High School is a senior level position, which may assist with resolution of student and parent grade and registration disputes, property returns for student withdrawal, and verification of exit IEP meeting, coordination of home study teacher and grades, oversees accurate diploma distribution, in addition to all regular and higher function registrar duties. Data Technician is the highest level in the technical clerical career pathway for student records management. A Data Technician performs complex and technical duties related to the input, auditing, collection, retrieval, management, and analysis of data.



ESSENTIAL DUTIES AND RESPONSIBILITIES Statements intended to describe general scope and level of work, and are NOT an exhaustive list of responsibilities required of classification Enters student data to electronic and manual student information files using preset data entry screens. Receives new data and/or revisions, enters data, and routes updated information to appropriate staff or departments. Participates in enrolling new students. Verifies that parents have all required documents (e.g. proof of birth, visas,

residency, etc.) Establishes initial communications for counselors to meet with parents and students. Assists parents with the completion of registration materials. Provides basic orientation to new parents and students on

registration and school policies and procedures. Prepares and maintains students’ permanent records. Prepares necessary paperwork for withdrawing students. Communicates with counselors, attendance, teachers,

administration and receiving school as needed. Requests transcript of grades and cumulative files from other schools for new students transferring into the District and

school. Verifies authenticity of requests and responds to inquiries from other schools, colleges, employers or authorized agencies regarding student grades, attendance, and other information contained in student files.

Uses Naviance dedicated software to transmit transcripts to colleges and universities. Assists in evaluating transcripts received from other schools. Converts grade and hour credits to corresponding units

used within the District. Enters student information for district student databases. Processes summer school data, including enrollment, withdrawals, storage of hard copy grade sheet forms, and prepares

report cards.

Establishes grading window and verifies that teachers have imported grades into the student information systems in and

accurate and timely manner. Conducts audits for missing or incomplete grade reporting, working with teachers to ensure accuracy.

Enters course schedule information to student databases, indexed in such a way that numbers, titles, and descriptions appear in student files.

Prepares eligibility lists of students from grades listed in student permanent record files. Maintains student records on proficiency tests. Records names of students who attain passing scores. Assists in reviewing students’ records with counselors to assure students’ compliance with advancement and graduation

requirements. Assists in compiling graduation lists. Maintains individual immunization records for new students, reviews need for immunizations according to State and

County mandates, and updates immunization records accordingly. May prepare reports for attendance and perform other administrative support consistent with the needs of the school

site. May verify enrollment and attendance records for social security, social services, Department of Education, military

agencies, auto insurance, DACA (Deferred Action on Childhood Arrivals), and medical insurance companies. various authorized state and/or federal government agencies, programs, public or private entities.

Researches and produces transcripts from prior students using digital or manual record sources. Maintains records and reports that comply with district, federal and state mandates. May provide oral and/or written translation for non-English speaking individuals. Performs other duties as assigned that support the overall objective of the position.. QUALIFICATIONS KNOWLEDGE AND SKILLS In-depth knowledge of registration and student file requirements, policies, and procedures, including origination and

compilation of cumulative student records, course/activity schedules of the school, and matriculation and graduation requirements.

Extensive knowledge of student information system. Working knowledge of applicable District policies and procedures and State Education Codes. Advanced knowledge of and skill at using office productivity software and applications. Record keeping, data entry, file management, general office, and clerical skills. Skill at organizing and developing controls and procedures for the security and privacy of large volumes of student data. Sufficient interpersonal skills to convey a positive image of the school, school performance, programs, policies, and

procedures to new students and parents. Sufficient writing skills to prepare routine, yet professional correspondence and reports. ABILITIES Maintain complex records and reports consistent and compliant with defined requirements. Enter data to computer-aided student records. Translate subjects and credits from other schools and adapt them to the District's grading system and school calendar. Interpret, apply, and communicate District policies and procedures and State Education Codes covering registration,

records, matriculation, and graduation. Interact with a diverse range of formal and informal contacts with courtesy and patience. Maintain the privacy of student records and information. Provide outstanding customer service to internal and external customers. Skill in maintaining a high attention to detail to ensure accuracy and completeness. Ability to demonstrate high dependability to complete assignments according to schedule. Skill in demonstrating adaptability and flexibility. Ability to deal with a variety of contacts in a tactful and diplomatic matter. Skill in conveying information in a clear, concise and accurate manner. Analyze difficult situations and develop a plan of action. Ability to function under pressure and to multi-task. PHYSICAL ABILITIES Function indoors in an office environment engaged in work of primarily a sedentary nature. Ambulatory ability to sit for extended periods of time, to use microcomputers and peripheral equipment, accomplish

other desktop work, and to move to various campus locations. Near vision to read printed materials. Auditory ability to carry on conversations in person and over the phone.

Retrieve work materials from overhead, waist, and ground level files. Manual and finger dexterity to write, keyboard at 40 w.p.m., operate microcomputer, and to operate other standardized

office equipment, requiring repetitive motions. EDUCATION AND EXPERIENCE High school diploma or equivalent , and post-secondary supplemental coursework in a general business discipline, or equivalent, and two years of progressive experience providing administrative support in records, attendance, and data entry of student information. Optional Second Language Some positions in this classification require the ability to speak, read, and write a second language in addition to English, any may require bilingual proficiency for which selective certification may apply (Education Code 45277). LICENSES AND CERTIFICATES May require a valid California driver’s license. WORKING CONDITIONS Work is performed indoors where minimal safety considerations exist.

William S. Hart Union High School District Position Description Position: REGISTRAR JUNIOR HIGH FLSA: Non-exempt Salary Range: 220 Approved by PC: 12.9.9, revised 6.10.15, revised 12.15.16

SUMMARY Under the direction of the principal or assigned administrator, performs clerical and statistical record

keeping duties related to the enrollment, graduation or withdrawal of high school students including those in special programs, according to established policies and procedures. Responsible for summer school data processing under the supervision of the Summer School Principal. Receives, establishes, and assists in evaluating records. Enters data to update electronic and manual student files.

DISTINGUISHING CAREER FEATURES AMONG RELATED CLASSIFICATIONS




ESSENTIAL DUTIES AND RESPONSIBILITIES Statements intended to reflect general scope and level of work, and are not an exhaustive list of responsibilities required of the classification.

Enrolls new students. Verifies that parents have all required documents. Works with counselors to establish initial communications with parents and students. Establishes and maintains student demographic records.

Assists parents with the completion of registration materials. Provides brief orientation to new parents and students on registration and school policies and procedures.

Provides orientation packets to incoming students and forwards to feeder schools (e.g., elementary schools). May Verifies enrollment and attendance records for social security, social services, Department of Education, tax purposes,

DCFS, USCIS verification, other immigration laws and required paperwork for divorce, child support and subpoenas. various authorized state and/or federal government agencies, programs, public or private entities.

Prepares and maintains students’ permanent records to ensure accuracy and completeness. Receives new data and/or revisions, enters data and routes updated information to appropriate staff or departments.

Requests transcript of grades and cumulative files from other schools for new students transferring into the District from schools both foreign and domestic. Verifies authenticity of requests and responds to inquiries from other schools or authorized agencies regarding student grades, attendance and other information contained in student files.

Evaluates transcripts received from other schools (foreign and domestic). Converts grade and hour credits to corresponding units used within the District. Transcribes student information for district student databases. May need to interpret information written in a foreign language.

Processes Intra-District Transfers (IDT) and open enrollment.

Enables system to allow teachers to enter grades for each term and imports grades from various formats to the student information systems. Conducts audits for missing or incomplete grade reporting using queries or ad hoc reports and works with teachers to ensure accuracy.

Posts grades to transcripts and follows-up with teachers to ensure grading deadline is met. Maintains and updates master course lists. Assists administrators in preparing and entering master course schedules. Enters

course schedule information to student databases, ensures that numbers, titles and descriptions appear in student files according to coding scheme.

Assigns and reclassifies (e.g., from special education to general education, English Language Learner, or home study, etc.) students according to established procedures.

Prepares a variety of eligibility lists (e.g., sports, lunch program, etc.) of students from grades listed in student permanent record files through ad hoc and pre-formatted reports.

Maintains student records on assessments (e.g., CELDT, ERICC, statewide exams, SAT, etc.). Creates reports to include the names of students and their scores.

Compiles accurate promotion lists. Maintains transcripts, correspondence and student permanent record files. Provides the District with non-promotional list.

Manages and submits student information for special awards and certificates such as, but not limited to ELA, NHS and CJSF.

Reviews individual immunization records for new students, and ensures compliance with State and County mandates. Reviews students’ records with counselors to assure students’ compliance with minimum credit requirements. Prepares special reports, including those that are mandated (e.g., NAEP), requiring accessing and extracting data from

student information systems, and eventual submittal to state and other agencies. Assists students with the private school application process. Collects necessary information including letters of

recommendations and transcripts. Prepares forms and other materials and distributes in a timely manner. Implements opening and closing of the school year. (e.g., moves students, enters end dates, enrolled/withdraw to proper

school, completes Intra-district transfers, marks non-grades, etc.) Compiles records for delivery to the appropriate schools. Performs signatory duties for school transcripts, attendance verification and social security using school seal. Manages summer school enrollment process including processing, tracking and communicating with appropriate parties.

Processes special education summer school applications. Provides orientation and work direction to other support staff. For example, may train or assist others (e.g., teachers,

instructional assistants, etc.) on the procedures to extract information from the system. Enrolls new students from elementary schools and other schools (e.g., private schools). Creates enrollment packets,

estimates count, delivers to schools and retrieves. Verifies addressed through Davis demographic application and Google maps. addresses through various applications and

mapping systems as instructed. Prepares incoming student projections based on enrollment forms received, follows up with those that are missing or

incomplete. Assists with Infinite Campus various software/technical issues password problems, including but not limited to Infinite

Campus password problems, student accounts, Novell and Google Mail accounts, and provides access to staff and teachers. Includes Novell and Google Mail accounts

Withdraws students according to District protocol. Ensures accuracy of information. May perform attendance compilations, reception and other administrative support consistent with the needs of the school

site. May provide oral and/or written translation for non-English speaking individuals.

Performs other duties as assigned that support the overall objective of the position. QUALIFICATIONS KNOWLEDGE AND SKILLS In-depth knowledge of registration and student file requirements, policies and procedures, including origination and

compilation of cumulative student records, the course/activity schedules of the school and matriculation requirements. Extensive knowledge of student information system. Working knowledge of applicable District policies and procedures and State Education Codes, and California

Longitudinal Pupil Achievement Data System (Calpads). Advanced knowledge of and skill at using office productivity software and special applications. Record keeping, data entry, file management, general office and clerical skills.

Skill at organizing and developing controls and procedures for the security and privacy of large volumes of student data. Sufficient interpersonal skills to convey a positive image of the school, school performance, programs, policies and

procedures to new students and parents. Sufficient writing skills to prepare routine, yet professional correspondence and reports. Work permit process. ABILITIES Maintain complex records and reports consistent and compliant with defined requirements. Enter data to computer-aided student records. Translate subjects and credits from other schools and adapt them to the District's grading system and school

calendar. Interpret, apply, and communicate District policies and procedures and State Education Codes covering registration,

records, matriculation, and graduation. Interact with a diverse range of formal and informal contacts with courtesy and patience. Maintain the privacy of student records and information. Provide outstanding customer service to internal and external customers. Skill in maintaining a high attention to detail to ensure accuracy and completeness. Ability to demonstrate high dependability to complete assignments according to schedule. Skill in demonstrating adaptability and flexibility. Ability to deal with a variety of contacts in a tactful and diplomatic matter. Skill in conveying information in a clear, concise and accurate manner. Analyze difficult situations and develop a plan of action. Ability to function under pressure and to multi-task. PHYSICAL ABILITIES Function indoors in an office environment engaged in work of primarily a sedentary nature. Ambulatory ability to sit for extended periods of time, to use microcomputers and peripheral equipment, accomplish

other desktop work, and to move to various campus locations. Near vision to read printed materials. Auditory ability to carry on conversations in person and over the phone. Retrieve work materials from overhead, waist, and ground level files. Manual and finger dexterity to write, keyboard at 40 w.p.m., operate microcomputer, and to operate other standardized

office equipment, requiring repetitive motions. EDUCATION AND EXPERIENCE High school diploma or equivalent, supplemental coursework in general business or equivalent and 3 three years of experience providing administrative and clerical support in records, attendance and data entry of student information. Optional Second Language Some positions in this classification require the ability to speak, read, and write a second language in addition to English, any may require bilingual proficiency for which selective certification may apply (Education Code 45277). LICENSES AND CERTIFICATES May require a valid California driver’s license. WORKING CONDITIONS Work is performed indoors where minimal safety considerations exist.

William S. Hart Union High School District Position Description Position: REGISTRAR HIGH SCHOOL FLSA: Non-exempt Salary Range: 230 Approved by PC: 12.9.9, revised 5.13.15, revised 12.15.16 SUMMARY Under the direction of the principal or assigned administrator performs a variety of complex clerical and

statistical record keeping duties related to the enrollment, graduation or withdrawal of high school students including those in special programs, according to established policies and procedures. Receives, establishes, and evaluates records, updates files with class credits and grades, and evaluates records for compliance with graduation requirements. Maintains and archives academic records.





ESSENTIAL DUTIES AND RESPONSIBILITIES Statements intended to describe general scope and level of work, and are NOT an exhaustive list of responsibilities required of classification Meets with new students and parents to determine enrollment eligibility. Collects and verifies required documents.

Works with counselors to register. Assists parents with the completion of registration materials. Provides brief orientation to new parents and students on

registration and school policies and procedures. Verifies enrollment and attendance records for social security, social services, Department of Education, military

agencies, auto, and medical insurance companies. various authorized state and/or federal government agencies, programs, public or private entities.

Prepares and maintains students’ permanent records. Enters information into computer-aided student files using preset data entry screens. Receives new data and/or revisions, enters data, and routes updated information to appropriate staff or departments.

Requests transcript of grades and cumulative files from other schools (foreign and domestic) for new students transferring into the District. Verifies authenticity of requests and responds to inquiries from other schools, colleges, employers or authorized agencies regarding student grades, attendance, and other information contained in student files.

Evaluates transcripts received from other schools (foreign and domestic). Converts grade and hour credits to corresponding units used within the District. Transcribes student information into District student databases. May need to interpret information written in a foreign language.

Enables system to allow teachers to enter grades for each term and imports grades from various formats to the student

information systems. Conducts audits for missing or incomplete grade reporting using queries or ad hoc reports, working with teachers to ensure accuracy.

Maintains and updates master course lists. Assists administrators in preparing and entering master course schedules. Enters course schedule information to student databases, ensures that numbers, titles and descriptions appear in student files according to coding scheme. Creates new course sections as needed throughout the school year.

Changes enrollment for students on home study placement. Monitors dates of absences to coordinate with placement approval. Coordinates with current and home study teachers for grades and ensures the re-instatement of temporary home study students to original classes. Creates new sections for partial home study students.

Prepares a variety of eligibility lists (e.g., sports, lunch program, etc.) of students from grades listed in student permanent record files through ad hoc and pre-formatted reports.

Maintains student records on assessments (e.g., CELT, ACT, statewide exams, SAT, AP Scores, CAHSEE, etc.) Creates reports to include names of students and their scores.

Compiles accurate graduation lists, determine GSS merit recipients, identifies non-graduating students and properly codes early graduates and students with waivers and exemptions. Orders diplomas, covers, certificates of completion and NSF seals. Oversees accurate diploma distribution.

Manages and submits student information for special awards and certificates such as, but not limited to, ELA, National Merit, Cal Grant and other applicable scholarships available to qualifying seniors.

Reviews students’ records with counselors to assure students’ compliance with advancement and graduation requirements.

Maintains individual immunization records for new students, reviews need for immunizations according to State and County mandates, and updates immunization records accordingly.

Prepares special reports, including those that are mandated, requiring accessing and extracting data from student information systems, and eventual submittal to state and other agencies.

Implements opening and closing of the school year. Moves students, inputs end dates, searches for duplicate credits, marks appropriate entries as non-grades, submits withdrawals to proper school, handles Intra-district transfers, and identifies fifth year seniors and expelled students using the District’s student database system.

May perform attendance compilations, administration and scoring of tests, reception, and other administrative support consistent with the needs of the school site.

Provides orientation and work direction to other support staff. For example, may train or assist other (e.g., teachers, instructional assistants, etc.) on the procedures to extract information from the system.

Performs signatory duties for school transcripts, attendance verification, social security, using school seal. Assists with the resolution of student and parent disputes as they relate to records, grades and registration. Meets with parents to withdraw students and ensures the return of school property and debt collection. Verifies that exit

IEP’s were held for district Special Education students. May provide oral and/or written translation for non-English speaking individuals. Performs other duties as assigned that support the overall objective of the position. QUALIFICATIONS KNOWLEDGE AND SKILLS In-depth knowledge of registration and student file requirements, policies, and procedures, including origination and

compilation of cumulative student records, the course/activity schedules of the school, and matriculation and graduation requirements.

Extensive knowledge of student information system. Working knowledge of applicable District policies and procedures and State Education Codes. Advanced knowledge of and skill at using office productivity software and special applications. Record keeping, data entry, file management, general office, and clerical skills. Skill at organizing and developing controls and procedures for the security and privacy of large volumes of student data. Interpersonal skills to convey a positive image of the school, school performance, programs, policies, and procedures

to new students and parents. Writing skills to prepare routine, professional correspondence and reports. ABILITIES Maintain complex sets of records and reports consistent and compliant with defined requirements. Translate subjects and credits from other schools and adapt them to the District's grading system and school calendar. Interpret, apply, and communicate District policies and procedures and State Education Codes covering registration,

records, matriculation, and graduation. Interact with a diverse range of formal and informal contacts with courtesy and patience. Maintain the privacy of student records and information.

Provide outstanding customer service to internal and external customers. Skill in maintaining a high attention to detail to ensure accuracy and completeness. Ability to demonstrate high dependability to complete assignments according to schedule. Skill in demonstrating adaptability and flexibility to meet changing work assignments and priorities. Ability to detail with others in a tactful and diplomatic manner. Skill in conveying information in a clear, concise and accurate manner. Ability to analyze difficult situations and develop a plan of action. Ability to function under pressure and to multi-task. PHYSICAL ABILITIES Function indoors in an office environment engaged in work of primarily a sedentary nature. Ambulatory ability to sit for extended periods of time, to use microcomputers and peripheral equipment, accomplish

other desktop work, and to move to various campus locations. Near vision to read printed materials. Auditory ability to carry on conversations in person and over the phone. Retrieve work materials from overhead, waist, and ground level files. Manual and finger dexterity to write and keyboard at 40 w.p.m., operate microcomputer, and to operate other

standardized office equipment, requiring repetitive motions. EDUCATION AND EXPERIENCE High school diploma or equivalent, supplemental coursework in a general business or equivalent, and 4 years of experience providing administrative and clerical support in records, attendance, and data entry of student information. Optional Second Language Some positions in this classification require the ability to speak, read, and write a second language in addition to English, any may require bilingual proficiency for which selective certification may apply (Education Code 45277). LICENSES AND CERTIFICATES May require a valid California driver’s license. WORKING CONDITIONS Work is performed indoors where minimal safety considerations exist.

agenda of regular meeting thursday, september 13, 2018 6 ...€¦ · william s. hart union high...

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