Registrar - Middle School (40 hrs./wk., 220 days)

Registrar Middle School Summary Description Under general direction, performs and oversees a wide variety of difficult clerical and secretarial work in maintaining the daily, periodic, and recurrent functions of any office. Incumbents are responsible for school wide student registration, Infinite Campus administration, acting as a school public relations representative, assisting with substitute secretarial needs, assisting in the performance of clinical aide duties, assisting in lunch and hall duty when needed in absence of attendance clerk and in some instances for attendance accounting. Incumbent performs related work as required. Essential Duties and Responsibilities As described below. Attendance, Enrollment, and Student Records In the absence of the Attendance Clerk, checks in tardy students and issues passes Generates attendance reports, including lists of teachers who have not taken attendance Enters student absences and corrections into the student information system Contacts parents/guardians by telephone regarding attendance Communicates with district attendance personnel and submits chronic truancy paperwork Prepares and sends attendance-related letters to parents/guardians Student Enrollment, Registration, and Withdrawal Assists parents/guardians with Infinite Campus Online Registration (OLR) and verifies accuracy of student data, including legal name, birth certificate, address, proof of guardianship, and immunization records Approves OLR applications in Infinite Campus and determines students who are out of zone Assists students/guardians with withdrawal procedures Provides transfer forms and ensures withdrawal grades are issued by all teachers Ensures book fines are paid, and lockers are cleared prior to withdrawal Receives and scans release receipts into student electronic cumulative files Cumulative Records and Transcript Management Maintains electronic cumulative files in accordance with Student Enrollment and Records procedures Electronically archives middle school transcripts for promoted eighth-grade students Completes record surrenders per district guidelines Receives, evaluates, and converts transcripts from other school districts and notifies counselors of receipt Assists students and counselors with transcript, credit, and GPA questions Contacts other schools to obtain records and grades Maintains course history files and ensures students are graded each quarter State, Federal, and District Reporting Generates district, state, and federal reports to verify data accuracy in Infinite Campus Produces dropout, withdrawal, and no-show reports and submits them to the district within required timelines Compiles and prepares student and staff data for state apportionments, including EL, GT, and Special Education counts Compiles and types accountability reports, researching confidential student information Produces student enrollment and records reports for administrators, teachers, and audits Records Retention and Audit Compliance Maintains accurate filing systems for audits Balances and maintains all required student reporting in accordance with records retention schedules Dates and prepares inactive ("dead") files for destruction six years after the student's expected graduation date Student Services and Support Assists families with Free and Reduced Lunch applications and helps gather missing information Identifies homeless and migrant students and refers them to the CIT counselor Produces field trip rosters Supervises students sent to the office on referrals Locker Management Assigns student lockers as needed and maintains locker files and assignments Tracks locker numbers and combinations in the computer system Answers student questions regarding locker assignments and combinations Notifies students of locker changes Removes withdrawn and transferred students from locker records Office Operations and Front Office Support Operates office equipment including telephones, computers, copiers, duplicators, and laminators Trains staff on the use of office equipment Receives, routes, and prepares incoming and outgoing mail Prepares correspondence and mailings Answers telephones, distributes messages, and makes intercom announcements Prepares and issues classroom passes to students Technology Systems and Infinite Campus Support May assist with building the Master Schedule, assigning teacher and user numbers, and printing schedules Assigns and manages user passwords for new and returning staff Trains new teachers on Infinite Campus Classroom or coordinates support with teacher coaches Develops and runs site-based queries for labels, student groups, field trip lists, and mail merges Provides one-on-one support for Infinite Campus, Word, Excel, and related software Troubleshoots printer and system issues and coordinates with IT as needed Ensures district settings are accurate before grading and attendance reporting periods Professional Representation and Office Leadership Represents the school site in a professional manner Greets families and visitors and ensures a welcoming office environment Answers inquiries with professionalism and courtesy Provides information about the school and school functions, including tours, to community entities Oversees attendance support staff and student aides Trains new and existing office staff on procedures for working with students, families, and staff Substitute Coordination Assists with next-day substitute needs Maintains substitute logs Issues and collects classroom keys and lesson plans Generates substitute attendance rosters Secures in-house coverage when substitutes do not arrive Health Office Backup In the absence of the Clinical Aide, administers first aid Maintains health logs Dispenses medication and contacts parents as required Additional Duties and Professional Development Performs secretarial duties for other office staff as needed May serve as payroll backup Cross-trains office staff to perform registrar duties during absences Attends mandatory registrar meetings and ongoing training Performs additional duties as designated by Student Enrollment and Records Qualifications Education: Equivalent to a high school diploma; Experience: Three (3) years of recent responsible secretarial experience. Licenses/Certificates: None Knowledge Of / COMPETENCIES FOR SUCCESSFUL PERFORMANCE OF JOB DUTIES State, county and Washoe County School District Education requirements; Basic math; Basic bookkeeping and financial record keeping; Grammar, spelling, punctuation, and vocabulary; Modern office procedures and equipment; IC - Infinite Campus, Blue Bear, AESOP, Business Plus, Excel, Word. Skill In Computer data entry and utilizing various software programs; Filing, typing accurately; Researching information; Computer usage and work information processing; Supervision and training subordinate employees or assigned students; Maintaining accurate records; Operating modern office equipment. Ability To Organizing work assignments; Working independently with a minimum of direction Train subordinate employees or assigned students; Dealing effectively with the public; WORK ENVIRONMENT / PHYSICAL DEMANDS The work environment and 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 accommodation may be made to enable individuals with disabilities to perform the essential functions. Work Environment Exposure to weather: Rarely Exposure to loud noises: Occasionally Working in confined spaces: Continuously Working at heights: Rarely Working with hazardous materials: Never Physical Demands Lifting/Carrying: Occasionally Standing/Walking: Occasionally Bending/Stooping: Occasionally Reaching: Occasionally Pushing/Pulling: Occasionally Climbing: Rarely Fine motor skills: Continuously Definitions Never: The activity or condition does not occur. Rarely: The activity or condition occurs less than 10% of the time. Occasionally: The activity or condition occurs 10-30% of the time. Frequently: The activity or condition occurs 30-60% of the time. Continuously: The activity or condition occurs more than 60% of the time. THIS JOB SPECIFICATION SHOULD NOT BE CONSTRUED TO IMPLY THAT THESE REQUIREMENTS ARE THE EXCLUSIVE STANDARDS OF THE POSITION. INCUMBENTS MAY BE REQUIRED TO FOLLOW ANY OTHER INSTRUCTIONS, AND TO PERFORM ANY OTHER RELATED DUTIES AS MAY BE REQUIRED BY THEIR SUPERVISOR. Equal Opportunity Employer Statement Washoe County School District is proud to be an equal opportunity employer. The Washoe County School District is committed to providing all applicants and employees equal employment opportunities without regard to race, color, religion, sex, gender identity or expression, sexual orientation, national origin, genetics, disability, age, military status, or other characteristics protected by applicable law. Here at Washoe County School District, we are a diverse group of people who honor the differences that drive innovative solutions to meet the needs of our students and employees. We believe that through a culture of inclusivity, we have the power to reflect on the community we serve. Internal Job Number 2026-27-E263053 Salary Grade 20 FY27 Range / Grade 20 Sch A: $19.78 (entry step) Sch B: $28.35 (entry step) Salaries are subject to adjustment and may increase and decrease each fiscal year. New employees hired by Washoe County School District are normally placed on the entry step of the grade of the position. View salary schedules here. Additional Job Information Benefit packages are available for all employees, eligible employees who are regularly scheduled to work 27.5 hours per week or more receive full benefits of the District which include but are not limited to: No waiting period on Medical, Dental, Vision and Life Insurance Employees may select an insurance plan wherein WCSD contributes 100% of insurance premiums. Sick Leave, Holiday Pay and Vacation Pay Public Employees Retirement System (PERS) Contribution options will be explained in detail during the New Employee Orientation. Salary Increases Longevity Bonuses Guidance Resources And More - Visit our Benefits page for more information. Temporary employees working less than 6 months do not receive benefits. #J-18808-Ljbffr