Administrative Assistant - Registration

Administrative Assistant- Registration

Position: Administrative Assistant- Registration

Schedule: 12 months

Salary: Paid in accordance with Delaware and local salary schedules, based upon a 37.5-hour week.

Location: Clayton Middle School

Reports To: Building Principal

Start Date: 10/19/2026

Closing Date: 9/29/2026

Job Summary: The Registration Administrative Assistant manages student enrollment, maintains secure academic records, and serves as the primary contact for families during the registration process.

Essential Job Duties/Responsibilities: This list is illustrative only and is not a comprehensive list of all functions and duties performed by the incumbent of this position.

• Serve as a primary point of contact for student registration and enrollment, ensuring all new student registrations are processed accurately and in a timely manner.
• Coordinate and monitor the new student enrollment process from initial registration through completion, including collection, verification, and processing of all required documentation.
• Communicate with parents/guardians regarding registration requirements, missing documentation, enrollment status, school procedures, and next steps.
• Maintain accurate and up-to-date student records and permanent files, ensuring all required documentation is appropriately filed and maintained in accordance with district and school procedures.
• Coordinate student transfers and withdrawals, including required documentation, records requests, communication with receiving schools, and completion of district procedures.

The Smyrna School District is an equal opportunity employer and does not discriminate against employees, applicants, visitors, or others, and does not deny access to educational or other services, based on any characteristic prohibited by law. Inquiries should be directed to the District Superintendent.

• Create and maintain student schedules as directed by the administration and counseling staff; make schedule adjustments as needed based on enrollment, staffing, course availability, and student needs.
• Collaborate closely with counseling staff, administrators, district personnel, and families to facilitate a smooth transition for newly enrolled, transferring, and withdrawing students.
• Assist with maintaining accurate student attendance records, including processing attendance notes, coordinating absences, monitoring attendance, and communicating attendance information to parents/guardians as directed.
• Assist with the report card and interim reporting process, including preparation, distribution, verification, and filing of student records.
• Assist with all student transportation requests, including communication with families and transportation personnel and updating information as necessary.
• Distribute and obtain required documentation and signatures for administrative excuses and other student-related forms.
• Provide coverage and support in the main office, including answering telephones and walkie-talkies, greeting and assisting visitors, and providing assistance to staff and students before, during, and after the school day as needed.
• Respond to teacher and staff requests in a timely and professional manner.
• Notify students of parent/guardian messages and other office communications.
• Call students to the office at the request of administrative staff.
• Monitor and supervise students who are waiting in the office during meetings or following significant incidents until an appropriate adult assumes responsibility.
• Maintain and update school records, files, staff lists, forms, and other administrative documentation.
• Prepare, photocopy, distribute, and organize school and district documents, forms, and correspondence.
• Sort and distribute incoming school, district, and federal mail.
• Assist with the coordination and documentation of student absences and parent notes.
• Prepare attendance reports and communicate attendance information to parents/guardians as directed.
• Type, prepare, and organize reports, correspondence, and other projects as assigned by the Principal or Associate Principal.
• Maintain confidentiality of student, family, staff, and school information in accordance with district policies and applicable laws.
• Perform other duties as assigned by the Principal/Associate Principal.

The Smyrna School District is an equal opportunity employer and does not discriminate against employees, applicants, visitors, or others, and does not deny access to educational or other services, based on any characteristic prohibited by law. Inquiries should be directed to the District Superintendent.

Required Skills/Abilities

• Ability to manage multiple tasks and meet critical deadlines.
• Excellent verbal and written communication skills.
• Excellent organizational skills and attention to detail.
• Excellent interpersonal skills and ability to work well as part of a team.
• Ability to maintain absolute confidentiality of human resources related documents and records.
• Experience with Microsoft Office Suite.

Required Qualifications

• High School Diploma or GED

Preferred Qualifications

• Prior administrative assistant work experience and/or higher education.

Conditions of Hire

• A criminal background check, inclusive of fingerprinting and a Child Protection Registry check, is required as a condition of employment.
• Direct deposit of pay is a condition of employment.

Accommodations are available for applicants with disabilities in all phases of the application and employment process. To request an auxiliary aid or service please call View phone number on click.appcast.io. TDD users should call the Delaware Relay Service Number View phone number on click.appcast.io for assistance. Smyrna School District is an Equal Opportunity and Affirmative Action Employer.