Office Assistant for Office of the Registrar  

Summary of Work Activities and Responsibilities:

Under the supervision of the Registrar of the Grade School, the Office Staff IV provides
clerical support for the office by collating, encoding, printing, and distributing data.
The position also provides the appropriate information to the clients and safeguards
confidential information. Occasionally, the position also provides clerical support to
the various activities of the school.

Main Duties and Responsibilities
1. Enrollment Support

• Encodes new tuition rates, miscellaneous, textbooks, mandatory and optional fees for pre-assessment before enrollment
• Handles pre-assessment of students’ various fees during and after enrollment
• Processes Grade 1 and Transferees application forms for entrance to the Ateneo Grade School
• Encodes and updates class lists for sectioning
• Prepares the materials needed for class list posting
• Encodes and updates students’ personal data

2. Report Card Preparation and Distribution

• Generates computerized grading sheets and report cards on a quarterly basis
• Prints Final Grades for computerized F137 for filing
• Assists in the preparation and distribution of report cards
• Prepares student accounts letter for parents
• Types and encodes adjusted grades for deliberated students

3. Preparation of Transcript of Records and other Certifications

• Prepares requests of F137 from other schools, parents, and students
• Coordinates with accounting office for account clearance of the student concerned
• Prepares Certifications of Enrollment, Good Moral Character and other certifications as needed

4. Graduation Ceremony Support

• Prepares graduation materials (diplomas)
• Double-checks names of graduating students in the diploma to ensure accuracy
• Provides assistance (clerical and the like) during the graduation ceremony

5. Grant-in-Aid Applications Support

• Receives and consolidates grant-in-aid applications
• Coordinates with concerned offices for approved employee discounts
• Distributes letters to scholarship grantees
• Prepares scholarship reports to the accounting office

6. Ateneo Children’s Theater Support

• Counts, pre-sells, sells and does inventory of tickets
• Provides needed logistical assistance

7. Textbook Delivery Support

• Delivers textbooks to classrooms after enrolment
• Supervises casual employees in the distribution of textbooks

8. DepEd Matters

• Encodes and updates Learner’s Reference Number (LRN) for Grades 5 to 6 students as requirement for the Learner Information System (LIS).

9. Other Functions

• Provides the appropriate information regarding enrolment, grades, schedules, and the like
• Safeguards confidential data
• Does perfecting duties as scheduled

10. Performs such other functions as may be required by the position and as directed by
the Registrar.

Knowledge, Skills and Abilities:

• Must have good people skills; Ability to work with different personality types
• Excellent communication skills
• Attention to details
• Computer skills, preferably in MS Word and Excel

Education and Experience Requirements:

• College graduate
• Experience in records keeping and filing practices
• Experience in AGS is preferred
• With 3-5 years relevant work experience